Checkout and invoicing: from booking to receipt in three taps

Checkout does in one step what used to take several: record the payment, complete the booking and issue the receipt. It’s part of the Sales and invoicing module, included in your plan: you turn it on in More features (how). The owner, admins and managers use it.

Where you charge from

• Calendar: tap the appointment and, in the popup, Charge Gs. … (the amount already takes off any deposit paid online).
• Booking page: the same button, next to the total.
• After creating a walk-in appointment: Charge now.
• A walk-in sale (a product for someone without an appointment): in the menu, Sales → New sale.

From the calendar it’s three taps: the appointment, Charge, Charge and issue.

To charge: what was left uncharged

In the menu, Sales → To charge gathers the appointments that already ended and nobody charged (from the last 30 days). The number next to it counts today’s, and it also shows on the dashboard, next to Today.

• Charge several together: tick the client’s name (it ticks all their appointments that day) or one by one, and tap Charge selected. It makes a single sale.
• Close without charge: for what isn’t charged in Citauno (a courtesy, or you charged it in another system). Pick the reason; for “Other”, explain it in the note. The appointment leaves the list and is completed. From the booking you can Reopen it if that was a mistake.
• A no-show only appears if the client paid a deposit.

On the calendar, each appointment shows its state with a $: an orange outline if it still needs charging, green once charged, and $! when it was charged but the invoice is still pending (or the e-Kuatia’i CDC is missing, or it is still to be marked in your other system). An appointment the professional sent to the front desk says Ready in blue.

From the professional’s calendar: products and “Ready to charge”

Whoever is serving the client can leave everything set up for the front desk from their calendar (citauno.com/p/your-business), on the booking they are serving:

• Add product: pick the product from the catalogue and the quantity, and tap Add product (the shampoo they take home, a wax). It keeps the catalogue price of that moment. It can be removed with the × until the booking is charged.
• Ready to charge: when done, tap it and the client goes to the front desk. The booking shows up first in Sales → To charge, under Ready to charge (even before its time is over), with who marked it and when, and the calendar says Ready. If it was a mistake, Undo “Ready”. It can be marked on appointments from today or the last 30 days, confirmed or completed. Once the booking is charged or closed without charge, it no longer says Ready.
• The front desk sees the products on the booking and in To charge, and the Charge Gs. … amount already includes them. On the booking, the charge card adds up Services, Products and the Total to charge. When charged, they go on as product lines with the catalogue’s VAT and come out of stock once.
• If the professional adds, removes or changes a product while the front desk has Checkout open, the charge doesn’t go through: a notice above the detail says which products changed and the detail already shows the current ones. Check it and charge again.
• Once charged, the booking no longer changes from the calendar. If the sale is voided, the products show up to be charged again.

What you see

• The booking’s lines, with their price. You can change the price, quantity or discount before charging.
• Add a product or service: pick it from the list and tap Add (say, the shampoo they take home or an extra service). With Other you type a line yourself.
• Package sessions: shown struck through at Gs. 0 — the package already paid for them.
• The package: if the client bought it on your page (or you assigned it) and it hasn’t been charged yet, its price shows once as the line Package: …. An administrator can also sell a package right there, from Add → Packages.
• Paid earlier: the deposit paid online is taken off, and To collect shows what’s left.

How they pay

• Choose the method: Cash, QR, Card, Transfer or Wallet. Citauno remembers the last one you used.
• Cash: enter what you were handed in Received and the change is shown.
• Split payment: if they pay part in cash and part by QR, tap Split payment and enter each amount.
• If you collect less than the total, the sale is left with a balance due (on credit), shown on the booking.

Receipt or invoice

• Receipt: always available. It’s the record of the sale, not a tax invoice.
• Invoice (factura): shown for businesses in Paraguay with invoicing set up (a valid timbrado and the business’s tax details). If something is missing, you’re told before charging.
• Fiscal setup (under Sales, for the administrator): in four steps you tell us who issues, your regime, how you invoice (booklet, self-printer, electronic invoicing through a provider, e-Kuatia’i or another system) and your accountant’s email. Citauno numbers and prints the invoice only with a booklet or self-printer. With e-Kuatia’i or another system it helps you make it there and records it on the sale (see e-Kuatia’i and another system); with electronic invoicing, Checkout issues it through SIFEN with your own certificate once you’ve turned on the Electronic invoicing with SIFEN direct module (see More features).
• Numbering: each timbrado has its authorised range (say, 451 to 1000) and its kind, which you enter in Settings with its dates. Invoices are numbered per timbrado and issuing point, never past the range; a new timbrado starts its own numbering. If each location invoices on its own point, enter that there too. You’re warned when little range is left or the timbrado expires within 30 days. If you’ve already added the new timbrado, it takes over by itself: when the old one expires or runs out of numbers at a point, that point’s invoices come from the new one, with nothing to save. Each point keeps its timbrado while it has numbers left; Settings shows which one each point is on.
• With a booklet: checkout suggests the next number in your booklet (the one for the sale’s location’s point; for a sale without a booking you pick the location) and shows which timbrado that booklet belongs to; if you skipped one, change it before charging. A number outside the range, or one already used, is refused before charging. Pages are written in any order: the point keeps its booklet while it has unused pages, even once you’ve added the new timbrado; if you’ve already started the new booklet, deactivate the old one in Settings. If the invoice is left pending, the sale keeps the page you wrote (with its point and timbrado) and you issue it from the sale with that page and the date it was charged. If it can’t be issued (no timbrado, or no numbers left), you still charge and the invoice is left pending, even without a number. If a wrong number was entered, set that point’s next number in Settings back to the right one (the one at the top is the main point’s; each location with its own point has its own under Numbering per point): the wrong number stays used and the numbering skips it. A timbrado’s number can’t change once it has numbered: if it was entered wrong, deactivate it and add the right one.
• The PDF: carries every invoice datum (issuer with activity, the head office’s address and, when the location invoices on its own point, the location’s, timbrado and validity, buyer with RUC or ID, Exempt · 5% · 10% columns and the IVA liquidation) and a legend for how you invoice: with a booklet, “Digital copy — not valid for tax credit” (the original is your booklet’s); with a self-printer, Print original and duplicate prints both sheets and the copy you send says “Not valid for tax credit”. There’s also an 80 mm ticket for the thermal printer.
• RESIMPLE: a boleta is issued, without IVA, with its own numbering.
• If the invoice can’t be issued right then (say, the timbrado expired), the payment is still recorded and the sale shows invoice pending. Once fixed, tap Issue the invoice now on the sale. If you won’t issue it, Receipt only (don’t invoice): the sale stops waiting for it, and with a booklet or self-printer it can no longer be issued from Citauno afterwards. If the sale holds the booklet page you wrote, Citauno asks you to confirm that you void it (original and copy): your accountant sees it in the month’s bajas.
• A sale of Gs. 0 (all paid by a package) takes no invoice: checkout comes with Receipt chosen, and if you choose the invoice and write the booklet page, it won’t charge until you take it out.

e-Kuatia’i and another system

If you chose e-Kuatia’i or Another system in the Fiscal setup, Citauno doesn’t number the invoice: you make it there and it is recorded on the sale. The sale keeps its day, its payments and its V- number.

e-Kuatia’i is DNIT’s free tool. You need your electronic signature (CCFE) and the Marangatu enablement, and it is for invoicing from a single establishment and point of issue (with more than one active location, the fiscal setup warns you).

• When you charge, the e-Kuatia’i invoice chip is already chosen. You charge as always: three taps from the calendar.
• The charge screen shows Data for e-Kuatia’i: every field of e-Kuatia’i’s form, in its order, with what to do: copy it (the Copy button), pick the option shown, or check what e-Kuatia’i fills in by itself. Fields and options appear as DNIT writes them, in Spanish.
• Open e-Kuatia’i opens the site in another tab. You sign in with the taxpayer’s RUC and Marangatu password: Citauno never asks for it. When you come back, the CDC field is ready: paste and Enter.
• After Emitir, signing and entering your PIN, e-Kuatia’i says XML Aprobado and shows the CDC (44 digits). Paste it into The invoice’s CDC and tap Save CDC. Spaces, dashes or the whole sentence are fine. Before saving, Citauno shows which invoice it is, and checks that the CDC is valid, your RUC’s, an invoice’s, and not on another sale.
• If the sale is more than 30 days old, e-Kuatia’i won’t take its date: the panel tells you to use today’s.
• Lines at Gs. 0 (package sessions) are left off the invoice. A discounted item goes at its discounted price. A card: in e-Kuatia’i you pick whether it was credit or debit.
• Once saved, the sale shows Electronic invoice (e-Kuatia’i) with its number, date and CDC, and Look it up in e-Kuatia. If you pasted the wrong one, Correct the CDC.
• The PDF and the link you send the client are still Citauno’s receipt and name the e-Kuatia’i invoice with its CDC: the PDF says “Not a tax invoice”; the link’s page says “This is the receipt for your payment” and which invoice is theirs, with the link to look it up. The invoice itself (the KuDE) is emailed by e-Kuatia’i, if the client has an email.

Another system:

• The Invoice in another system chip is already chosen. If you already made it, enter its Invoice No. or CDC when you charge.
• If not, the sale is To invoice in another system: mark it later from the sale, with or without a number, or several at once from Sales and invoices.

What is left pending:

• In Sales and invoices, N without CDC and N to invoice show the sales waiting for their invoice, from any date. There you can tick several and tap Mark as invoiced or Receipt only.
• Receipt only (don’t invoice): the sale stops waiting for the invoice (the client no longer wants it, or it will never be issued). It also works for a Citauno invoice left pending. Who did it and when is kept. If you already made it in e-Kuatia’i or your system, paste the CDC or mark it instead: otherwise, cancel it there.
• If a client later wants an invoice for a sale with a receipt, tap Invoice in e-Kuatia’i (or in another system) on the sale.
• Voiding the sale in Citauno doesn’t void the invoice. An e-Kuatia’i electronic invoice is cancelled there within 120 hours of its approval (a Boleta Resimple within 168, if its data has an error); after that, an electronic credit note is issued there.
• For the accountant: invoices made in e-Kuatia’i or another system don’t go in the RG 90 register; they are listed apart, under Outside this file, with the sales still waiting for their CDC or mark.

Who it’s for

• RUC or ID: one field. Type the number and Citauno completes the check digit and the legal name from DNIT’s public listing; if the check digit doesn’t match, it tells you the right one. If DNIT doesn’t list the number, it goes as an ID card. Letters and digits (a passport) go as a passport.
• What you used before: each client remembers the RUC or ID you invoiced them under; the last one comes filled in and the others show as buttons above.
• No name: for a client who gives no details. An invoice to «Sin Nombre» goes up to Gs. 7.000.000; an invoice with no number at all goes to «Sin Nombre».

After charging

• Download the PDF of the receipt or invoice.
• Send to the client: by WhatsApp (opens the client’s chat with the link), by email (with the PDF attached) or Copy link. The link opens a page with the details and the PDF; only whoever has it can see it, and search engines don’t list it. It’s also on the sale, in Sales and invoices.
• Book the next visit opens a new booking with the same client, services and professional.
• The booking is completed and marked charged; it can’t be charged twice.

The receipt by WhatsApp, automatically

If you want the client to get the receipt without lifting a finger, turn on Send the receipt by WhatsApp automatically in WhatsApp → Reminders → Sale receipts (owner and admins). It starts off.

• When you charge, the client gets a WhatsApp with their name, your business’s name, the receipt or invoice with its number, and the link to the document.
• Each message uses 1 WhatsApp credit, like a reminder. With no credits left it isn’t sent, and the sale is recorded all the same.
• It goes once per sale. It isn’t sent if the sale was voided, if the client has no valid WhatsApp number, or if the number is blocked.
• If WhatsApp never confirms the send (the connection dropped halfway), it isn’t retried, so it never goes twice: the sale says we can’t tell whether it arrived, and you can send it by hand. That credit isn’t refunded, because the message may have arrived.
• If an invoice was asked for and is still pending, the WhatsApp waits: it goes out when you issue the invoice, with its number.
• It applies to sales you charge after turning it on; earlier ones get nothing.
• On the sale (and on the charge screen) you see whether it was sent and when, or why it didn’t go. The WhatsApp, email and Copy link buttons stay there to send it by hand. Every send is also listed in WhatsApp → History.

Collecting the balance later

When a sale has a balance due, open it in Sales and invoices (or from the checkout screen) and use Record a payment:

• Pick the method and type the amount. Blank collects the whole balance. For cash, type what you were handed and the change shows.
• Each payment has its own PDF Receipt: who paid, how much, how, and the balance left. The receipt is not an invoice; the sale’s invoice or receipt document is.

Sales and invoices: the day, the filters and the spreadsheet

Sales → Sales and invoices shows today’s sales (your business’s day, in its time zone) with the period’s Totals on top:

• Sold: the total of the sales issued in the period, and how many. Voided ones are counted apart and not added.
• Balance due: what is still owed on those sales.
• Collected: what came in during the period by payment method (cash, QR, card, tpago…), even when the sale is from another day: if a client pays Monday’s balance today, it counts today. Refunds subtract and voided sales don’t count. Deposits paid online for bookings you haven’t charged yet count too, and a note underneath says how much they are. It is what the till and each account should hold when you close the day.

Period: tap Today, Yesterday, Last 7 days, This month or All dates, or pick From and To. A search, or an Invoice filter, without dates looks in every date.

Filters: the search finds a client, a RUC or ID, an invoice number or a sale number (V-000123). Under More filters: document (receipt or invoice), status (issued or voided), payment (paid, with a balance, partly paid or unpaid), payment method, professional (including someone who left the team and has sales, marked “left the team”) and invoice (pending, without CDC, to invoice or invoiced elsewhere). With a filter on, Collected shows only those sales’ money; with a payment method, only that method.

Export CSV: downloads the list with the same filters, one row per sale: sale and document numbers, date, client, RUC or ID, document, status, total, collected, balance and payment methods. It opens in Excel or Google Sheets with accents intact and amounts as numbers, ready to add up.

Correcting a sale

A sale with a receipt is corrected by voiding it: in Sales and invoices, open the sale and Void sale. Money taken at the counter is recorded as refunded, an online deposit goes back to the booking and stock is restored. A charged booking can’t be cancelled or rescheduled until its sale is voided.

Credit notes and voids

A paper invoice (booklet or self-printer) is corrected by DNIT’s rules. On the sale you see Credit note, Fix data and Void invoice…; one that isn’t possible shows greyed out with the reason under it.

• Void invoice… only while you hold the original and every copy: tick “I hold the original and every copy”, pick the reason and void it. The number goes on that month’s bajas (see For the accountant) and the stock comes back. If the client already took the invoice, it isn’t voided: you issue a credit note. The same goes for a sale that kept its booklet page while its invoice stayed pending: that page goes on the bajas too.
• Credit note: for a return (untick what doesn’t come back or lower the quantity; what has “Back to stock” is restocked, never more than left with the sale), a discount, a bonus, a price adjustment or a bad debt (only on a sale with a balance). The summary shows the total, the IVA and how much the client gets back; the button says “Record credit note and refund Gs X”. If you don’t refund now, it stays as a credit balance on the sale, with a Refund button for when you hand it over. With a booklet, the number is the page of the credit-note booklet (we suggest the next one) and the printed note is the original; with a self-printer, it prints with its Original, its Copy and the “Received in full” block. If credit notes come from another punto’s booklet (for example, a single one at the head office), type the number in full: 001-001-0000015. An active package isn’t credited (cancel it first); a cancelled one only for what is left of it: its price less the sessions used.
• Fix data (a wrong RUC or name): answer whether you hold the original and every copy (Yes voids it, No credits it in full with a credit note), and it issues a new one with the right data. The payment, the bookings and the stock move to the new sale, which says which one it replaces. It is for wrong data only, and once: a sale credited for a return or a discount isn’t invoiced again (sold again, it is a new sale), and a sale already replaced is corrected from the new one.
• An invoice with a credit note can’t be voided: void the credit note first (a credit note whose money was refunded, or whose sale was replaced with “Fix data”, can’t be voided).
• Credit notes need a range of their own on the timbrado: in Invoicing settings, fill in “Credit notes from / to” on the timbrado that authorises them (or add a timbrado for credit notes only, unticking “Invoices”).
• A sale credited in full frees its booking: it can be cancelled or moved.
• Electronic invoices are cancelled in SIFEN within 48 hours, and after that only with an electronic credit note; that comes with the provider connection.
• An invoice made in e-Kuatia’i or in another system is corrected there: on the sale, Credit note shows disabled with that reason, and Void sale voids only the sale in Citauno (it tells you how to cancel the invoice there).

For the accountant

For businesses in Paraguay, Sales → For the accountant (also from Sales and invoices) gathers what your accountant needs every month. It shows last month; you can pick another.

• RG 90 sales register: the ZIP ready to import into Marangatu, with the invoices and debit notes issued on paper (booklet or self-printer). Electronic ones (SIFEN already reports them), receipts (not tax documents) and voided ones are left out. Each row is imputed by the regime the invoice was issued under. Tap Download ZIP, or Send to the accountant (the email from the fiscal setup). Every download carries a new identifier in its name, so if Marangatu returns errors you can fix them and download again. Under IRP-RSP the previous year is there too; RESIMPLE doesn’t file it. If a sale of the period still has its invoice pending, the page says so, with a link to those sales: issue them before sending the register, because a booklet page kept at the charge is dated the day of the charge and goes in that period.
• Credit notes in the register: paper credit notes go in the same file as Purchases (type 110), with the number and timbrado of the invoice they modify. Those the file doesn’t take (a buyer with a CI or passport, or an old note without the invoice it modifies) are listed under Credit notes to enter by hand, with every detail.
• To register by hand: what the file can’t carry and your accountant enters by hand: invoices for a total of 0, those issued in another currency and those with an invalid RUC or CI. Under IRP-RSP, also the collections on credit sales.
• Numbers used: per document type, timbrado and issuing point, the month’s first and last number, how many were issued and voided, and the numbers skipped. A booklet page kept on a sale whose invoice is pending doesn’t count as skipped.
• Bajas for Marangatu: the paper documents voided in the month, ready for the “Baja de documentos preimpresos”: one per timbrado, with the date of the event, the reason “Anulación” and the numbers grouped. They are filed the following month. If a document was issued in an earlier month, the page says to annul its RG 90 record too. The booklet pages voided with their sale (voided, or switched to Receipt only) are there too. Below, the month’s skipped numbers, in case you voided them in the booklet.

Tax notices and mandatory electronic invoicing

For businesses in Paraguay, Citauno tells you before each tax deadline, at the top of every admin page (owner and admins only) and under Sales → Settings, in Tax notices. When something new comes up you also get an email in the morning, at most one a day, in your language.

• Timbrado: when it expires in 30, 7 and 1 days, unless the next one is already loaded, and once it has expired. Add the new timbrado takes you straight to the timbrados.
• Numbering: when an issuing point used 80% and 95% of its range, and when it ran out. If the next timbrado is already loaded, there is no notice: it takes over by itself.
• RG 90 register: 7 days, 1 day and on the due day, by the last digit of your RUC (the next business day when it falls on a holiday or a weekend). From the notice you can Send to the accountant or Download RG 90; once sent, the notice says when and We filed it becomes the main action. The register type (monthly 955, annual 956 or none) is chosen in the Regime step of the tax setup; unless you change it, it follows your regime.
• Bajas: last month’s voided documents and the numbers an expired timbrado used. Both are reported in Marangatu the following month, by the IVA perpetual-calendar day for the last digit of your RUC (the 7th for 0, the 9th for 1… the 25th for 9; the next business day when it falls on a holiday or a weekend).
• Mandatory electronic invoicing: if your RUC is in a group DNIT designated (RG DNIT 21/2024 or 52/2026), 90, 30, 7 and 1 days before the date, and the last day to ask for the extension until you mark Ask for the extension as done. The paper timbrado stops being valid the day after the start date.

Hide (the ✕) hides a notice until its next step (from 30 to 7 days, say). We filed it, We reported it and Already asked, or not asking hide it for good. When you fix something (load the new timbrado, say), the notice goes away by itself. A notice already emailed is never emailed again.

Under Sales → Settings, Mandatory electronic invoicing shows whether your RUC is on a list, its group and from when you issue electronic invoices only, with the steps to get there: confirm in the Buzón Marandu, choose a provider or e-Kuatia’i, the digital signature, the enablement, closing the paper and telling the accountant. If DNIT approved an extension, enter its date (up to 3 months after the start). If you were notified and your RUC doesn’t show, enter the date in the notice. If the list doesn’t match your RUC, tap This isn’t my RUC (it can be undone). Citauno blocks nothing: it’s a notice.

Who can

The owner, admins and managers charge and see sales, save the CDC or the number of an invoice made elsewhere, and turn a sale into Receipt only. Tax settings (timbrado, starting number) are for the owner and admins only. See the roles matrix.