Invoicing and accounting, without the paperwork
Every sale and repair in Gem Logic can generate a professional invoice with one click. The PDF is created automatically with your business details, product lines, VAT breakdown, and a structured payment reference. No copy-pasting, no manual formatting.
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Upload an invoice, let AI do the rest
When a supplier invoice arrives, upload the PDF to Gem Logic. Our built-in AI and OCR reads the document and extracts the key fields automatically: supplier name, invoice date, invoice number, line amounts, and VAT.
You review the extracted data, confirm or adjust, and the invoice is registered. No manual data entry, no spreadsheets, no lost papers. Everything is stored digitally and linked to the supplier in your contact list.
- PDF upload with automatic field extraction
- Supplier recognition based on VAT number
- VAT amounts split by rate automatically
- All invoices searchable and stored in one place
Credit notes linked to your orders
Returns, corrections, and partial refunds are part of running a jewelry store. Gem Logic lets you create credit notes directly from the original sale or repair order. The credit note references the original invoice, adjusts the financials, and updates your books automatically.
Whether a customer returns a piece, you apply a post-sale discount, or an item needs to be exchanged, the credit note flow keeps your administration clean and traceable.
- Create from any existing sale or repair
- Automatic numbering following your invoice sequence
- PDF generation matching your invoice layout
- Stock is returned to inventory when applicable
VAT tracking and compliance, built in
Stop worrying about tax calculations and payment references. Gem Logic handles the details so your invoices are always correct and compliant.
Automatic VAT calculation
Each product and service has a VAT rate. Gem Logic calculates the tax per line, per rate, and shows the total breakdown on every invoice. Supports standard, reduced, and margin scheme rates.
Structured references
Every outgoing invoice includes a Belgian structured reference (+++xxx/xxxx/xxxxx+++) for bank transfers. This makes it easy for customers to pay and for you to match payments automatically.
EPC/SEPA QR codes
Invoices include an EPC QR code that customers can scan with their banking app. The payment amount, reference, and your account number are pre-filled. Fewer errors, faster payments.
Match bank transactions to invoices
Import your bank statements and Gem Logic matches incoming payments to open invoices. When a customer pays with the structured reference, the match is made automatically. For payments without a reference, the system suggests matches based on the amount.
You always have a clear overview of which invoices are paid, which are overdue, and which payments still need to be allocated. No more checking bank statements against paper invoices.
- Automatic matching by structured reference
- Amount-based suggestions for unstructured payments
- Clear open invoice overview with aging
- Partial payments tracked per invoice
Send invoices straight to your accountant
Gem Logic integrates with the tools your accountant already uses. Export your invoices to Xero or Exact Online with a few clicks, or send them electronically via PEPPOL and UBL e-invoicing. No more emailing PDFs or dropping off USB sticks at the accountant's office.
Your accountant gets structured, machine-readable data instead of scanned documents. This means fewer questions, faster processing, and lower accounting fees.
- Xero and Exact Online integration
- PEPPOL/UBL e-invoicing support
- Export sales journals and purchase journals
- Structured data your accountant can import directly
Pay now
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Customer clicks link in email
Pays with card, Bancontact, or iDEAL
Invoice marked as paid automatically
Let customers pay invoices online
Add a pay-now button to your outgoing invoices. When you email an invoice, the customer can click the link and pay immediately with their preferred payment method. The payment is processed through Stripe and the invoice is marked as paid in Gem Logic automatically.
This is especially useful for repair invoices and custom orders where the customer is not in the store. Instead of waiting for a bank transfer, you get paid the same day.
See repair managementConnected to everything in your store
Invoicing is not a standalone module. Every invoice in Gem Logic is linked to the sale, the customer, and the products it belongs to, and feeds directly into your reports.
Ready to simplify your invoicing?
Book a short demo and we will show you how invoicing, accounting, and bank matching work together. Or start a free trial and explore it yourself.