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Invoicing

You can now add five types of reference numbers on your invoices in Zervant:
<ul>
<li>
Buyer’s purchase order number 
</li>
<li>Buyer's reference</li>
<li>Buyer's contract number</li>
<li>Seller's order number</li>
<li>
<a href="https://support.zervant.com/hc/en-gb/articles/360048668512" target="_blank" rel="noopener">Payment reference</a> 
</li>
</ul>
All selected references are displayed on both, on usual invoices as well as on your e-invoices.
Go to >Settings >Visible references on the right-hand side of your invoice editor and select the references you want to show to your customers.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360059606312_mceclip1_39be978647.png" alt="mceclip1.png">

<div>We have simplified our steps for e-invoicing addresses, so that you only need to insert one parameter if your customer wants you to send them an e-invoice. You can fill out the information under your customer's details.</div>
<div> </div>
<div><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064373031_6c6686c485.jpg" alt="E-invoicing_address.png" width="657" height="107"></div>
<div> </div>
<h2 id="h_01HYZMHEN3NV7X7AWJPE493070">E-invoice address</h2>
Make sure your customer is able to receive e-invoices!
Your customers need to provide you with their e-invoice address. An e-invoice address is a type of ID that can take several formats depending on the country your customer is based in and the e-invoicing service provider they use.
It is important for you to ask your customer what format the address has since this is an obligatory field using e-invoices in Zervant.
Some of the most common formats include VAT number, GLN, DUNS, and OVT. In the UK, typical e-invoice address types are VAT number, GLN and DUNS. Sending an e-invoice to another country
If you send an e-invoice to a foreign company or public entity, the e-invoicing address looks like this: 1234: 123-123456-12345 and this should be entered as "Other" e-invoice type. Please note, that the recipient also need to be found in the Peppol registry. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19165622974621_30556937aa.jpg" alt="peppol.png">
How do the e-invoice formats look like?
VAT: The VAT is different for each country. You only need to insert the VAT number and Zervant will construct the actual code based on the country.
DUNS (Data Universal Numbering System): a 9 digit number, issued by Dun & Bradstreet. Example: 150483782
GLN (Global Location Number): a 13 digit globally unique identifier. Example: 0847976000005
 
If an e-invoice address doesn't meet the criterial, you will be shown an error message:
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4406863118481_ac3a9fae7c.jpg" alt="Screenshot_2021-09-08_at_9.09.59.png">
Public directories
Below you can find a few directories that can help you find the right address. Unfortunately however, no registry is 100% complete and some recipients may be missing from the register.
<ul>
<li>Sweden (B2B and B2G): <a href="https://eregister.nea.nu/nea/index.html" target="_self">https://eregister.nea.nu/nea/index.html</a>
</li>
<li>Finland (B2B and B2G): <a href="https://verkkolaskuosoite.fi/client/index.html" target="_self">https://verkkolaskuosoite.fi/client/index.html</a>
</li>
<li>France (B2G only): <a href="https://communaute.chorus-pro.gouv.fr/annuaire-des-entites-publiques-destinatrices-de-factures/?lang=en" target="_self">https://communaute.chorus-pro.gouv.fr/</a>
</li>
<li>Peppol: <a href="https://directory.peppol.eu/public">https://directory.peppol.eu/public</a> Peppol is Pan-European network for e-invoicing. Unfortunately, the directory is not comprehensive. Some Peppol recipients are not found in the directory.</li>
</ul>
A couple of helpful sources for you to learn more about e-invoice addresses can be found from our e-invoicing partner Basware:
<ul>
<li>Their <a href="https://basware.service-now.com/bw?id=bw_kb_article&sys_id=dbf5f5e9dbaf13c4487cb9836b96197f" target="_blank" rel="noopener noreferrer">glossary</a>, especially "E-invoice address"</li>
<li>Their <a href="https://basware.service-now.com/bw?id=bw_kb_article&sys_id=1942a8a1db71d304394380ab0b96199b" target="_blank" rel="noopener noreferrer">list</a> of different e-invoice addresses</li>
</ul>

You can easily add down payments to your invoices. This is useful if your customer needs to pay you a deposit immediately, such as before starting a work project. You can set up a down payment for a single invoice or split the down and final payments into two separate invoices. Please note: Down payments are only available on our Zervant Premium plans PRO and above. 
 
<h2 id="h_01HYFN4Y4Q4XAAR71EQGJHVSKB">Enabling down payments on invoices</h2>
1. Go to the tab >Invoices
2. Create a new invoice as usual (incl. customer, products/services, payment terms)
3. Tick the box >Down payment on the right panel under the invoicing settings <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031117110813_2cffb39f2e.jpg" width="262" height="497">
4. Click on the link >Edit down payment request visible under the total amount due of your invoice to set up your down payment. Select whether the down payment should be displayed on the same or on a separate advance invoice (and set a project name), set the amount of the down payment as a percentage of the total or as a specified amount and set the down payment due date.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031151939485_63de7d17e7.jpg" alt="downpayment 2.png" width="527" height="469">
5. >Save your settings to add the down payment to your invoice. The down payment and total due after down payment along with the due date are now visible on the invoice. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031117124893_4a4fd12e3e.jpg" alt="downpayment 3.png" width="406" height="324">
 
6. Click >Preview & send to proceed with the approval and sending of your invoice.
 
Please note:
<ul>
<li>Down payments are only available on our Zervant Premium plans PRO and above.</li>
<li>It is NOT possible to edit the invoice or issue a credit note with down payments.</li>
<li>When separating your down payment into two invoices, the issue date will be the same for both invoices even if the due dates are different. </li>
<li>After approving down payments as separate advance invoices, you can preview each invoice (e.g., Advance invoice, Final invoice).</li>
<li>Once setting up your down payment and approved, it will receive the next invoice number of your invoice numbering sequence. If separating your down payment over two invoices, the advance invoice will receive the next invoice number and the final invoice the subsequent invoice number in line with your invoice numbering sequence.</li>
<li>When sending the advance invoice as a separate invoice, the final invoice will not be sent at the same time. It will need to be sent separately from the tab >Invoices.</li>
</ul>

In Zervant, you can gain a quick overview of your invoice statuses. You can manage the status of your invoices under the tab >Invoices. Approved invoices can have the following statuses: Created, Sent, Overdue, Reminded, Deleted and Paid. Invoices that are not yet approved will show the status: Draft.
 
<h2 id="h_01HXXMAGCZSR227E2GR7PABTQX">How to mark your invoices as paid</h2>
Invoices created in Zervant are not automatically marked as paid (except those paid using Zervant <a href="https://support.zervant.com/hc/en-gb/articles/360036369911" target="_blank" rel="noopener noreferrer">Online Payments</a>, or once you have created a <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">credit note</a> for an invoice). You can mark an unpaid (i.e., Created, Sent, Overdue and Reminded) invoice as Paid by selecting the invoice and clicking the status button on the right.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874644453405_0774f403a0.jpg" alt="status 3.png">
Here, you can also choose the date on which the invoice has been paid and to which account. At the moment we offer Cash in hand and Bank accounts. We’re looking to add more accounts in the future. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874644464285_0edb9db4f7.jpg" alt="status 5.png">
 
If you have marked an invoice as paid but want to delete it, or change the details of the payment, you can mark the invoice back as unpaid with the same button.
 
Please note:
<ul>
<li>Invoices marked as paid will not show a mention of this on the invoice itself. If your customer or accountant requests a note that the invoice has been paid, you can write this in the >Message field.</li>
<li>We do not yet support marking invoices as partially paid. We aim to create a function in the future. You may want to explore our Prepayments and Payment Schedules functions.</li>
</ul>

<div>
It is important to keep track of your invoices that you have sent to your customers to follow-up on the latest statuses of the invoices and payments. Our Zervant software offers you multiple ways of keeping an eye on your invoices.
 
<h2 id="h_01HXXNXP8TZXA3972QNDFYT5NE">Dashboard overview</h2>
A good and easy way of doing this is to check the Zervant dashboard view or the >Home tab. This page automatically appears once you have logged it. It offers a quick overview of your open and overdue invoices: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065010351_7eb766238d.jpg" alt="Zervant Dashboard and home screen">
 
Another helpful tool is our >Notification System. You can find the 'alarm bell'-icon in the upper right side of the tab bar. It informs you for instance, if a certain invoice has been paid or has become overdue: <img style="width: 650px; height: 119px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313031_5c275b370d.jpg" alt="Notification on Zervant">
 
<h2 id="h_01HXXNXP8VA6PY8RR24290JTRT">Invoice statuses</h2>
Under the tab >Invoices, you can manage and overview the statuses of your invoices.
Click on the headlines over your invoice list to display all >Outstanding invoices or click >More to show invoices that are >Overdue or >Paid.
Select an invoice and click the status button on the right. The possible status are Created, Sent, Overdue and Paid. When you mark an invoice as Paid, choose the date when the invoice has been paid and to which account. Currently, we offer the options Cash in hand and Bank accounts. 
<a href="https://support.zervant.com/hc/en-gb/articles/360036368631" target="_blank" rel="noopener noreferrer">Click here to learn more about invoice statuses. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874852995229_2d9030d9e2.jpg" alt="status 6.png"></a>
If you have marked an invoice as Paid and you wish to change something, delete it or edit the payment, please change the status back to Sent (not paid) on the same button.
</div>

<h2 id="h_01HJRNT2MZRP89Z0HZ22WVVBWJ">Draft invoices</h2>
You can edit drafts as often as you want or delete them. Please note that a draft cannot be restored once it is deleted. Read more about the differences between drafts and approved invoices<a href="https://support.zervant.com/hc/en-gb/articles/360034761632-Approving-drafts" target="_blank" rel="noopener noreferrer"> here.</a> 
<h2 id="h_01HJRNT2MZS9AKPSFYNVE8Q1AG">Approved invoices</h2>
Once an invoice has been approved, it is no longer possible to edit it. If it needs to be corrected, you will need to follow one of those two options: 
<ol>
<li>Cancelling an invoice and recreating it
<ol>
<li>Click on your invoice > More > Delete</li>
<li> Go to your deleted invoices, and create a copy</li>
<li>Make the changes, and make sure it is now correct before approving it. </li>
</ol>
</li>
<li>Issuing a credit note and recreating the invoice
<ol>
<li>Your invoice's status needs to be something else than "Paid"</li>
<li>Click on your unpaid invoice > More > Credit note</li>
<li>Approve the credit note</li>
<li>Click on the original invoice > More > Copy as new</li>
<li>Make the changes, and make sure it is now correct before approving it. </li>
</ol>
</li>
</ol>
 
<h2 id="h_01HJRNT2MZ6GV3T7END6Q4DJ0S">Useful tips</h2>
<ul>
<li>If you have marked an invoice as Paid, change the status to Not paid to create a credit note.</li>
<li>If you have already received a payment for the original invoice (the one containing a mistake), you should not delete it, but create a <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">credit note</a> instead. </li>
<li>Deleted invoices will not be included in your reports, but you can download them in a csv-file by selecting the folder >Invoices >More >Deleted. Click on the three grey lines of the invoices list to download.</li>
<li>If you made a mistake and accidentally deleted an invoice, you cannot restore it. However, you can create a copy by choosing the deleted invoice from the folder and click >More >Copy as new. The copied invoice will get the next invoice number from your numbering sequence.</li>
</ul>

You can export your invoices and estimates as a list in a .csv-format or export all your invoices as PDF files. This article explains how to do it. 
 
<div class="article-body markdown">
<h2 id="h_01HWA0VZNKX10HJPKYT1XGQYH9">Invoice or estimate list as a .csv file</h2>
</div>
<div class="article-body markdown">
<ol>
<li style="font-weight: 400;">
Go to the tab >Invoices (it works the same under the tab >Estimates).</li>
<li style="font-weight: 400;">
Choose a filter (e.g., All, Outstanding, or >More: Overdue, Paid, Deleted).
</li>
<li style="font-weight: 400;">
Click on the >three parallel lines on the top right corner of the list to download and select >Download data as .csv file.<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18436042046237_3725c2e1b3.jpg" alt="export invoices english.png">
</li>
</ol>
<h2 id="h_01HWA0VZNKNVACMR00MJ9MX27V">Export invoices as PDF</h2>
<ol>
<li>Go to the tab >Reports.</li>
<li>Select >Sales report.</li>
<li style="font-weight: 400;">Choose the >Date range of invoices you would like to download.</li>
<li style="font-weight: 400;">Click >Download report on the upper right corner and select >Download pdf invoices.</li>
<li style="font-weight: 400;">
A compressed .zip-file will be automatically downloaded to your computer containing all your PDF invoices from the selected time span.<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18436042060445_0b1224e127.jpg" alt="export invoices pdf eng.png">
</li>
</ol>
</div>

In Zervant, you can copy an existing invoice which is especially handy if you send the same invoice regularly to the same customer.
 
In order to create a copy of an invoice, please
1. Go to the invoice tab
2. Select the invoice you want to copy
3. Select >More in the upper-right corner
4. Select >Copy as new
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18288018818077_4633f87e5b.jpg" alt="Copy as new.png">
The copied invoice will have the same customer details and the same items as the original invoice. However, you can still change the customer and add or delete items from the new invoice.
The <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_self">invoice number</a> will be created automatically and will be the next in the invoice number sequence.

<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">When creating an invoice with Zervant, you may have noticed the "Type of Product" mention and might be wondering what it means. This mention holds particular significance as it is connected to our upcoming accounting adjustments.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16026306359453_49868c7b71.jpg" alt="Screenshot 2024-01-11 at 11.55.23.png">
<h2 id="h_01HV8QAHQQJ99V9E0KPA0R7EK1" style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 0px 0px 1.25em; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Goods and Services: A Significant Distinction</h2>
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Goods, also referred to as products or merchandise, denote tangible objects that can be exchanged, sold, or stored. They fulfill a concrete and tangible need. A classic example is a pen, a good used for writing. On the other hand, services are intangible and rely on the provision of technical or intellectual expertise. They are closely tied to the person providing them and those benefiting from them. Unlike goods, services cannot be stored and only exist at the time of their provision.
 
<h2 id="h_01HV8QB9DV910F8HPEYNW611JG"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">''Type of product'' in your reports</h2>
You can see the product type breakdown on the Reports page. Go to Reports > Sales by product. The report can be downloaded as a PDF or as .xlsx or .csv file and includes the product type. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18155148693021_4887378ecd.jpg" alt="Sales by report download.png">
<h2 id="h_01HV8QAQFYRFFHTYN36HPMTGR1" style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; float: none; display: inline !important;">Practically, what does it mean ?</h2>
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">"Type of product" is only visible in the invoice editor and not on the final PDF template. As this feature evolves, it will seamlessly integrate with our upcoming accounting solution, fostering efficiency and accuracy in financial management and reporting.
 
<h2 id="01HVGWV2Q40XF1XKSX7X45Q7SR"> </h2>

A credit note is a document issued by a seller to a buyer. It is issued in the circumstance of a previously issued invoice needing to be eliminated (e.g., in case of damaged goods or errors in issued invoice). A credit note can also be issued if a customer returns goods to you. The balance of payment is then settled by issuing the credit note.
The credit note must show the following information:
<ul>
<li>Reason - why it was issued</li>
<li>Total amount credited (excl. VAT %)</li>
<li>Number and date of the original VAT invoice</li>
</ul>
A credit note issued in Zervant lists the products, quantities and agreed prices for products or services the seller invoiced the buyer and are now to be reversed.
In Zervant, you can create a credit note of an invoice marked as Not Paid.
 
You can create different kinds of credit notes 
1. <a href="#h_01F9GFPXH3TC10NP9WMT7JPCVS" target="_self">Credit note for an already existing invoice</a>
2. <a href="#h_01F9GFQ3PMPHVFCJ40JJ27MGNN" target="_self">Partial credit notes</a>
3. <a href="#h_01F9GFQA1T80336F66V4NHNDKQ" target="_self">Individual credit notes</a>
 
<h2 id="h_01F9GFPXH3TC10NP9WMT7JPCVS">Credit note for an already existing invoice</h2>
<ol>
<li>Go to the tab >Invoices 
</li>
<li>Choose the invoice (mark as >Not paid if needed)</li>
<li>On the right side of the screen, click >More >Credit note.</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16009372303389_ea8c932e25.jpg" alt="credit note.png">
 4. Our system automatically fills the information of the original invoice. You can leave a note for your customer in the message field.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403349382545_78c6164c8d.jpg" alt="Credit_note_from_existing_invoice.png">
 
5. After approving the credit note, the original invoice and the credit note are automatically marked as paid. The next number in your invoice numbering sequence will be assigned to the credit note.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403349421969_2b5df97019.jpg" alt="Credit_note_list_view.png">
Please note:
<ul>
<li>It is currently not possible to create credit notes for Custom Payment Schedule invoices</li>
<li>If you need to delete a credit note, mark the invoice as Not Paid, then click >More >Delete. ​Once deleted, a credit note cannot be restored or copied as new. However, you can always create a new one from the original invoice.</li>
</ul>
 
<h2 id="h_01F9GFQ3PMPHVFCJ40JJ27MGNN">Partial credit notes</h2>
Unfortunately, we do not offer partial credit notes yet meaning you can not change the amount to be credited. However, you have two different option how to do this:
<ol>
<li>Create a credit note normally to cancel the entire original invoice's amount</li>
<li>Create a new normal invoice with the correct amount</li>
<li>Send the new normal invoice to your customer and explain in the field "Message" the error/mistake in the original invoice. Refund your customer the difference if needed</li>
</ol>
Example:
<ul>
<li>Original invoice 100 EUR, but you wanted to create one for 50 EUR</li>
<li>Credit note -100 EUR</li>
<li>New invoice 50 EUR</li>
</ul>
<h2 id="h_01F9GFQA1T80336F66V4NHNDKQ">Manual credit notes</h2>
In order to create a manual credit note, just create a new invoice and add a hyphen (-) in front of the product total:
1. Go to >Invoices 2. Click on >New Invoice  3. Select the customer 4. Add an item, that you want to create the credit note for 5. Add a hyphen (-) in front of the product total so that the total is negative 6. Change the Invoice header into "Credit note". Go to the editor on the right, select >Settings and change the Invoice header from "Invoice" to "Credit note"
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403341847825_d2c447e4c8.jpg" alt="Individual_Credit_note.png">
<div>7. Save the credit note as a draft or preview and approve it.</div>
<div>8. When approving the credit note, please don't forget to adjust the <a href="https://support.zervant.com/hc/en-gb/articles/360036368631" target="_self">status of the invoice</a> (e.g. mark the credit note as "paid") </div>

In Zervant, you have probably noticed that the document you create can go through different status. Below is a little guide to help make a difference between simple drafts and approved documents :
 
<h2 id="h_01HMBVR3J1YM3NCK91MRCVKVQA">Draft documents</h2>
Drafts can be edited as often as needed and deleted.
Edit: If you need to edit your company/payment information, you can do so either through the invoice >Settings in the right panel, or>Save as draft and add the information in >My Account. Please note when updating the information from "My Account", it will not be automatically updated to the draft document: select the draft document again, click >Edit and >Save as draft again to update the information. 
Approve and send: When you feel the draft is ready to be sent, click >Preview to review your invoice and create an official document by clicking >Approve and send. Select from the options how you want to send your invoice.
Delete: To delete a draft, click on >Delete from the tab >Invoice. Please note that a deleted draft cannot be restored.
 
<h2 id="h_01HMBVR3J1DWZZWW850GHYQGAD">Approved document</h2>
When you create an invoice or estimate, you can choose to approve it right away (without saving it as a draft). 
Create a New invoice and once you are ready, click Preview to review your document. To finalise, click Approve and send and choose from the options how to send your invoice:
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065128531_3b425438be.jpg" alt="approve_and_send_invoices_with_zervant.png" width="196" height="304">
 
- By Email: Send your invoice via email to your customer. There are no limitations on how many email invoices you can send to your customer.
- Download PDF: Your invoice will be created as a PDF and the document will be automatically downloaded to your computer.
- Approve and close: Your invoice will be officially created and the editor will be closed. You can see the official document in your tab >Invoices and e.g., send it later to your customer from there.
- Zervant also offers <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">premium delivery options</a>: send your invoice <a href="https://support.zervant.com/hc/en-gb/articles/360036009212" target="_blank" rel="noopener noreferrer">by post</a> or as an <a href="https://support.zervant.com/hc/en-gb/articles/360036369891" target="_blank" rel="noopener noreferrer">e-invoice</a>.
 
Once an invoice is approved, the invoice will receive the next invoice number in line with your invoice numbering sequence. The number will be locked and cannot be reused again, even if you later delete the invoice. Additionally,<a href="https://support.zervant.com/hc/en-gb/articles/16148326984861" target="_blank" rel="noopener noreferrer"> you will no longer be able to edit the invoice once it has been approved.</a>   
<div>
<div> </div>
</div>

<h3 id="h_01HMBDZFF9THFR1EF2XYDH34K7">Significant changes in invoice modification: a legislation-compliant update</h3>
Since the 1st of January 2024, it is no longer possible to edit approved invoices. This decision takes into account recent and upcoming legislative accounting developments and is based on our commitment to provide an invoicing tool that fully complies with the law.
Accounting standards evolve to ensure increased transparency and more effective management of financial transactions. By aligning our policies with these changes, we ensure that our users comply with the latest standards.
 
<h3 id="h_01HMBDZAKK2GVK1XFHVW9JN20P">What does this mean for you?</h3>
As long as your invoices are at the draft stage, they remain editable.
However, once an invoice has been approved and appears under the "Created" status, it is no longer editable. Therefore, we encourage you to carefully review your invoices before approval to ensure the accuracy of the information they contain.
 
<h3 id="h_01HMBDZQEQKT2N1VXGTRX74X6Z">My approved invoice contains an error: what can I do ?</h3>
Despite all precautions, errors may sometimes remain in invoices, or your clients may require last-minute changes. If you find yourself in this situation, the steps to take will depend on the payment status of your approved invoice. For more details and advice on correcting both paid and unpaid invoices, please refer to our dedicated article <a href="https://support.zervant.com/hc/en-gb/articles/360036007672-Can-I-edit-delete-an-invoice" target="_blank" rel="noopener noreferrer">here</a>.

<h2 id="h_01HKVW6FNNZX6RFG3NC70QKZPG">Understanding Late Payment Fees</h2>
Late payment fees are charges applied to an invoice when a customer fails to pay by the due date. These fees compensate for the delay and encourage timely payments in the future.
Here is how to create and send your late payment fee invoice to your customers.
⚠️ IMPORTANT: Before getting started, make sure you have mentioned your late payment fee policy in your terms and conditions and that it is also showing on your invoices. You will not be legally able to charge the fee otherwise.
<h2 id="h_01HKVW6RMX3S0FKRYWAMWQ0812">Create a New Invoice for the late payment fee</h2>
<ol>
<li>
Send a Reminder: Before sending the late payment fee invoice, you might want to send a reminder for the original invoice. You can do this manually or set up automatic reminders in Zervant. More information about that here: <a href="https://support.zervant.com/hc/en-gb/articles/360036009412" target="_blank" rel="noopener noreferrer">Creating payment reminders</a>.</li>
<li>
Determine the late fee: Before creating the invoice, decide on the late payment fee amount. This could be a fixed fee or a percentage of the original invoice.</li>
<li>
Create a New Invoice: In Zervant, go to the Invoices tab and create a New invoice.</li>
<li>
Invoice Details: Title the invoice clearly, for example, "Late Payment Fee for Invoice #XXX". Ensure to reference the original invoice number for clarity in the message field.</li>
<li>
Enter the Fee Amount: Add a product line with the late payment fee as the amount, and approve the invoice. The product type for the fee is "services".</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16025339062813_9cd569642f.jpg" alt="image (14).png">
 
<h2 id="h_01HKVWV5XH741KV3DHGP6SN8RW">Note:</h2>
- Premium Plan Features: Remember, some features, like payment reminders, are part of Zervant’s Premium subscription. - Online Payments: Activate online payments to make it easier for your customers to settle their dues, including late payment fees.
<h2 id="h_01HKVWVMN6NTD1Z288BBCTNMKA">Conclusion</h2>
Adding late payment fees in Zervant is straightforward. It not only helps maintain a healthy cash flow but also ensures your business policies are respected. Always communicate clearly and professionally with your customers regarding any additional fees.

With Zervant you have a function to remind your customers to cover your invoices. You can either send your customers a manual reminder or set up an automated process that will inform your customers based on your settings. Please note that Payment reminders are a function available in <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">Zervant Premium subscriptions</a>. 
 
<h2 id="h_01HKQ41Q09NFHYEEM4HJSJW39G">Manual reminders</h2>
You can create a manual payment reminder on the tab >Invoices by selecting an invoice and then clicking >Send reminder on the right side of the screen. Choose your preferred delivery method from the drop-down menu: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_15980960503197_1478656ec4.jpg" alt="send reminder.png">
When sending by email, you can choose the subject of the email and edit your message.
 
<h2 id="h_01HKQ41Q09WF2C3AHKN6NSK0XB">Automatic reminders</h2>
Alternatively, you can set up Automatic reminders. Enable this feature under >My account >Payment reminders and choose from the different options to send a payment reminder:
<ol>
<li>A set number of days before the invoice due date by email</li>
<li>On the invoice due date by email</li>
<li>A set number of days after the invoice due date by email - this option allows you to also send recurring reminders: for example, set as "7 days", Zervant will continue send a reminder every 7 days after the due date until the invoice is marked as paid</li>
<li>A set number of days after the invoice due date by post</li>
</ol>
It is possible to activate selected options or all options based on your own preference.
Automatic reminders sent before or on invoice due date can only be sent via email. You are able to edit all subjects and messages that are sent via email. If you want to send automatic reminders by post, you can only send it out after the invoice due date. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313091_8a74d700c5.jpg" alt="5dd2eea1f1302.png">
 
<h2 id="h_01HKQ41Q09X7767RDGBW4WK1J8">Please note:</h2>
<ul>
<li>There is no limit on how many reminders you can send by email. Just remember if you send them by post, they will count toward your premium plan delivery quota (e.g., on the Zervant-PRO plan you can send a total of 10 invoices/reminders by post per month).</li>
<li>Unfortunately, it is not yet possible to add a late payment fee to the reminder. </li>
<li>Activate <a href="https://support.zervant.com/hc/en-gb/articles/360036369911" target="_blank" rel="noopener noreferrer">Online Payments</a> to make it easier for your customers to pay you from your payment reminders </li>
</ul>

<div>
Zervant uses a semi-automated sequential numbering system. It ensures that all your invoices are assigned a legally-compliant invoice number, avoid duplicate invoice numbers while allowing you to flexibly change your invoice numbering sequence if needed.
Once set, Zervant automatically assigns a sequential invoice number which applies to both invoices and credit notes.
 
<h2>Your first invoice number prefix is automatically set as TEST</h2>
When you create your first invoice, the invoice number will be "TEST-1" ("TEST" = prefix; 1 = invoice number). This allows you to identify all test invoices when trying out to create invoices for the first time. You have to change the prefix yourself once you are ready to start invoicing your customers.
<a href="https://support.zervant.com/hc/en-gb/articles/360036368671" target="_self" rel="undefined">Here</a> is how to change your invoice number prefix.
 
<h2>Setting up your invoice number</h2>
When you start creating invoices for your customers, you can set up the invoice numbering by creating a new invoice and clicking on >Change (next to Invoice number). <img style="width: 650px; height: 415px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043262892_5dd2ec8a1152c_75a11968e2.png" alt="Change invoice number in Zervant">
 
This opens the invoice numbering menu: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063794171_Invoicenumbering_2b3603d07d.png" alt="Invoice number menu in Zervant" width="640" height="447">
Here, you can set up your first invoice number. If you wish, you can add a new prefix to your invoice number (e.g., 2020). This automatically creates a hyphenated invoice number (e.g., 2020-1). Once set, the invoice number continues sequentially with each newly approved invoice (e.g., 2020-2; 2020-3; etc.). Your invoice number does not need to start with one (1) - when setting up a new invoice number and prefix, you can set any number you like (e.g., 2020-101; 2020-123; 2020-999; etc.). 
Once you have set your invoice number and approved your invoice, the numbering sequence CANNOT BE EDITED. This also applies to invoice numbers without a prefix ('no prefix' acts as set prefix). 
However, you can edit the prefix to create a new hyphenated invoice number (e.g., 1234-1). All previously used prefixes (e.g., "2020-" or "1234-") and their invoice numbering sequences of your invoices are automatically saved by Zervant and can be re-selected for your invoices.
 
<h2>Useful tips:</h2>
<ul>
<li>Any approved TEST invoices will also show in your Zervant Reports. Either <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">issue credit notes</a> or "<a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">delete</a>" those invoices (>More >Delete) to void them.</li>
<li>The actual invoice number will only be allocated once you approve an invoice. Each invoice number can be used only once.</li>
<li>A draft invoice will always use the next possible invoice number as a placeholder meaning that multiple drafts can display the same invoice number.</li>
<li>The prefix and invoice number fields can not include special characters ('-/.,').</li>
<li>Your <a href="https://support.zervant.com/hc/en-gb/articles/360036370111" target="_blank" rel="noopener noreferrer">estimate</a> number can be chosen freely (but no letters or special characters). If you create an invoice from an estimate, the invoice will be automatically assigned the next invoice number from your invoice numbering sequence.</li>
<li>If you <a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">delete</a> an invoice, you cannot reuse the same invoice number
</li>
<li>If you set your prefix to match the current year (e.g., 2020), it will NOT change automatically at the end of the year. You need to manually edit the prefix at the start of each financial year (e.g., 2022).</li>
<li>If you use recurring invoice profiles, you need to change their invoice number sequence separately. Here are the instructions on <a href="https://support.zervant.com/hc/en-gb/articles/4415498053137" target="_self">How to change the invoice number sequence on recurring invoices?</a>
</li>
</ul>
</div>

To change your invoice numbering prefix, go to the invoice editor (>New invoice) and click >Choose next to the Invoice number: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_8738323143837_7b8511b3fc.jpg" alt="change_invoice_number.png" width="700" height="231"> 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_8738348150813_87e06ec622.jpg" alt="change_prefix.png">
 
A pop-up will open in which you can change the prefix and set your invoice numbering sequence. Please check our <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_blank" rel="noopener noreferrer">Invoice numbering</a> article for more details.
 
<h2 id="h_01HJ8DQ7SBYXRRB71B27M4W039">For recurring invoices: </h2>
If you have several recurring invoice profiles, we invite you to read this article: <a href="https://support.zervant.com/hc/en-gb/articles/4415498053137-How-to-change-the-invoice-number-sequence-on-recurring-invoices-" target="_self">How to change the invoice number sequence on recurring invoices?</a>
 
If you have only a few, you can follow the Click on your recurring profile > Edit, and Change the numbering sequence, and save. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4415413995665_0487b14382.jpg" alt="mceclip0.png">
 
Any recurring profile will keep the numbering sequence it was created with, until it is edited. 
 
<h2 id="h_01HJ8DQ7SBXTR067WNSR84JP62">Please note:</h2>
<ul>
<li>You have to approve the invoice to save the new sequence</li>
<li>If you save your invoice as a draft, you will need to repeat the steps above to update the new prefix</li>
<li>It is NOT possible to change the prefix for already confirmed invoices</li>
</ul>
<h2 id="h_01HJ8DQ7SBCASC68E78J4KYVCC"> </h2>

If you have an agreement with your customer to provide them with the same products/services on a regular basis, you can set up a >Recurring Invoice Profile. This allows you to create a repeating invoice on a set time interval. Invoices created by a Recurring Invoice Profile will appear under the tab >Invoices and can be managed as usual. However, this is a Premium feature only available for users on a<a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer"> Zervant PRO-plan</a> or higher.
 
<h2 id="h_01HBDDSCVZG0FFB8TTSEBB92Z1">How to set up a Recurring Invoice Profile</h2>
1. There are three options creating a Recurring Invoice Profile:
<ul>
<li>When creating a new invoice by clicking on the green >New invoice drop-down menu selecting >New recurring profile,</li>
<li>By selecting the sub-tab >Recurring profiles and clicking the green button >New recurring profile,</li>
<li>When creating a new invoice in the invoice generator by checking the box >Recurring invoice on the right-hand panel</li>
</ul>
<img style="width: 650px; height: 131px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311411_ee2c4a76f4.jpg" alt="">
 
2. This opens the recurring invoice settings at the top of the invoice editor. Set the >First invoice date (replaces date of invoice; cannot be set in the past) and the >Frequency of recurring invoice as:
<ul>
<li>Weekly</li>
<li>Biweekly (every second week)</li>
<li>Monthly (same day as first invoice)</li>
<li>Monthly (last day)</li>
<li>Quarterly</li>
<li>Semiannually (every 6 months)</li>
<li>Annually</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899533632029_f5b40f76f0.jpg" alt="Recurring">
 
3. Select the Duration - this can be indefinitely or set to a defined to a number of times
4. Choose the Delivery - select between >Create and send by email, or >Create only options.
When selecting >Create and send by email, you can click >Edit message to open the recurring invoice sending modal, where you can set the recipients and edit the message. Please note that the email subject line is automatically set and cannot be edited. At this time, it is also not possible to add attachments to recurring invoice profiles.
Create only will generate the invoice, but will not send the invoice to the recipient and will need to be activated at a later date. At this time, it is only possible to send recurring invoices by email, but you can manually send recurring invoices by e-invoice or by post choosing it from the invoice list and clicking >More >Send by e-invoice/post.
5. If you want to be notified each time the recurring invoice is created or sent, select the corresponding tick-box. 
6. >Preview your first recurring invoice and your settings. Clicking >Save draft will not activate your recurring invoice profile and will not generate invoices yet. Clicking >Start recurring profile will start generating invoices from the first invoice date. If the date of first invoice is the same date of first sending, then the first invoice will be generated and the recurring invoice profile will begin.
 
<h2 id="h_01HBDDSCW01YW6EBD05YBCQEQG">Following up on Recurring Invoice Profiles</h2>
Once a recurring profile is created, it can be accessed from the sub-tab >Recurring profiles of the tab >Invoices. All necessary information about the recurring profile can be found from here, including the Customer, Date of creation, Frequency, Repetition (e.g., how many invoices were created so far), and Status (Active, Inactive, or Completed):
<ul>
<li>
Active denotes profiles that are currently sending invoices</li>
<li>
Inactive indicates paused profiles (i.e., invoices are not being sent)</li>
<li>
Completed are profiles that have sent the pre-determined number of invoices - these cannot be reactivated</li>
</ul>
Under the sub-tab >Recurring profiles, you can manage the status of your profiles, see the invoice sending history, see when the next invoice will be created, and >edit the recurring profile to change the subsequent invoices. Finally, you can remove a recurring invoice profile by selecting it and clicking >delete. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899537879325_9e22ee0cc4.jpg" alt="Delete">
 
<h2 id="h_01HBDDSCW0TRY50STSVJK8PYQY">Please note:</h2>
<ul>
<li>If the date of a recurring invoice profile is set on the 31st day of each month, it will be created/sent on the last of months that have fewer than 31 days.</li>
<li>When setting the frequency of a recurring invoice profile as Monthly (end of the month), the first invoice will automatically change to the end day of the current month.</li>
<li>The information in the email will be the same for each invoice sent in the recurring invoice profile, except the invoice number shown in the email subject line. </li>
<li>Issues with sending invoices will appear under the invoice in the tab >History.</li>
<li>If you delete a recurring invoice profile, it will NOT appear under the tab >Deleted, and cannot be recovered.</li>
<li>Recurring invoice profiles do not support Custom <a href="https://support.zervant.com/hc/en-gb/articles/360036008932" target="_blank" rel="noopener noreferrer">Payment Schedules</a> or <a href="https://support.zervant.com/hc/en-gb/articles/360036008832" target="_blank" rel="noopener noreferrer">Down payments</a>.</li>
</ul>

<h2 id="h_01HBB4KTSPVXKE710T2GT95HK3">E-mail </h2>
To add an attachment, click on Choose file... in the email or e-invoice sending window. All major file types are supported (e.g. pdf, zip, jpg etc.) and the maximum size of all attached files that can be sent in a single email is 20MB. Please note, that this feature is a <a style="font-size: 14px;" href="https://www.zervant.com/en/premium-services/">Premium Feature</a>, and as such you need a <a style="font-size: 14px;" href="https://support.zervant.com/hc/en-gb/articles/360036368651-How-to-subscribe-to-a-Zervant-Premium-plan" target="_self">Premium plan</a> to use it. 
When you use Zervant to send your document vs. your own email, the invoice or estimate is always automatically added as an attachment to the email. 
<img style="width: 650px; height: 732px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043309431_fb030daafb.jpg" alt="">
 
<h2 id="h_01HBB4KTSP2MRVPCC9ESZRYG8J">E-invoices</h2>
You can also add attachments to e-invoices.
Note! When you send an e-invoice, the attachment file can only be in PDF format.
When you are sending an e-invoice and you are in the window where your customer's information is displayed, click on Choose file.... <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_10486800832541_5535048dd8.jpg" alt="choose_file.png">

First, check whether the invoice was successfully sent from Zervant. Select the invoice under the tab >Invoices and check >History on the right side of the screen. 
To help you understand the e-invoices sending route better, this picture shows all the stages your invoice takes before it reaches your customer: <img style="width: 650px; height: 250px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266232_24cd1a83bb.jpg" alt="">
The usual reasons why your e-invoice delivery fails: 
<h2>1. E-invoice address</h2>
Please ensure your customer's e-invoice address is correct and that you have chosen the correct format of the e-invoice address in your customer's information under the tab >Customers. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13390351590685_195acaf5f8.jpg" alt="E-invoicing_address.png" width="657" height="107">
 
<h2>2. Character length</h2>
Your customer's company name: Your customer's company name is limited to 80 characters in length. This limit is based on common standards for the XML-file* fields, which all operators comply with.  If the character limit is exceeded when the operator checks the XML-file, the operator rejects the invoice delivery.  * the XML-file is the machine-readable version of the invoice Message field: In e-invoicing, the character limit for the message field is 1024. If the limit is exceeded, the operator will reject the invoice and the delivery will fail. 
 3. An undefined reason from your customer's e-invoicing operator
Please follow the instructions of your customer very carefully. For example, check that you have all the information that was requested on the invoice.
 
<h2>4. Routing</h2>
The different stages in the journey of the e-invoice require routing to be open between the operator and software. Routing means a set of rules, e.g., the format of the e-invoice that is accepted by all parties to finally deliver the e-invoice to the invoicing software that your customer uses.  
<h2>5. Attachments are in incorrect format</h2>
Only PDF format is supported for attachments in e-invoicing.

<div>
With Zervant you can easily keep track of the amount of time you have spent working on a project or providing a product/service. Please note time tracking is available for all plans but the functionality to transfer entries into invoices is only available for our Zervant Premium plans <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">PRO, GROWTH and MERCHANT</a>. 
Please note, this function is available on the web browser only.
 
<h2>Creating entries</h2>
<img style="width: 461px; height: 433px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270072_3d97d9987c.jpg" alt="">
Create a new entry by going to the tab >Time tracking and insert the information on the right panel:
1. >Choose or create the customer you wish to invoice
2. >Select the date on which the hours were tracked
3. >Create a new product or choose an existing one from your Product/Services list
4. >Add the number of hours for which you wish to invoice. You can also add products with units other than time.
5. >Add a description if needed. This will be shown on the list with the entries on the left and will be displayed on the invoice in the product description field <img style="width: 650px; height: 55px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270092_8df9ca48fe.jpg" alt="">
 
The first four fields are mandatory in order to save the entry. The description is optional, and you can add information on to the invoice before approval.
 
<h2>Managing entries</h2>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902730401309_880cce17b4.jpg" alt="Time">
All your Time tracking entries are shown as a list on the left side of the screen and can be filtered by category or customer. The two categories are:
<ul>
<li>
Outstanding: Entries that have not yet been invoiced</li>
<li>
Transferred: Invoiced entries </li>
</ul>
If a mandatory field has been deleted (e.g., customer or product), the entry will mention “Deleted by you”. You will need to correct this entry before it can be invoiced.
 
</div>
<h2>Deleting entries</h2>
By selecting one or more entries using the checkboxes on the left, a grey >Delete button appears on top of the screen. Clicking here will delete the selected entries.
 
<h2>Editing entries</h2>
Choosing an entry from the list on the left opens it on the right side of the screen. Here, you can edit and save the entry. If you clicked accidentally and do not want to edit the entry, click >Cancel. Please note, you can only edit outstanding entries.
 
<h2>Invoicing entries</h2>
Note! This functionality is only available for our Zervant Premium plans <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">STARTER, PRO, GROWTH and MERCHANT</a>. 
>Select one or more entries to invoice them. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902730405021_ad10407855.jpg" alt="Time">
<div>Please note, you can only invoice one customer at a time. If you select multiple entries for different customers, you will be unable to click on >Transfer to invoice. <img style="width: 447px; height: 357px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270112_0d2e9c61fb.jpg" alt="">
</div>
<div> </div>
<div>You can group entries on your invoice, either by product or tracked entry. After transferring the time tracking entries, you can continue creating the invoice as usual.</div>

After choosing >New invoice either from your Zervant welcome page or from the tab >Invoices tab, these are the necessary steps in order to create and send an invoice with Zervant:
<ol>
<li><a href="#h_01GV2R5WFRDNCCT5CW8K30ES87" target="_self">Select or create customer</a></li>
<li><a href="#h_01GV2R63V231TNWDZ6DV2AZDHQ" target="_self">Set the invoice number, date and payment terms</a></li>
<li><a href="#h_01GV2R6B5BDX7H5CFN1Q87AMQ8" target="_self">Add one or multiple products or services</a></li>
<li><a href="#h_01GV2R6NA907GYGZNYZMHXX3P2" target="_self">Modify the look and feel of the invoice from the settings</a></li>
<li><a href="#h_01GV2R6W988K0ZM6FA8TAJ3KVJ" target="_self">Preview, approve and send</a></li>
</ol>
We'll walk you through these steps more in detail below.
Firstly, create a new invoice by clicking on the green >New invoice button. On the image below, you see how it looks like from the tab >Invoices. You'll also get here from your dashboard or the first page that opens when you log in to Zervant.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11900214350365_ddb507cf6f.jpg" alt="Create">
 
<h2 id="h_01GV2R5WFRDNCCT5CW8K30ES87">How to select or create a customer</h2>
From the upper left corner, you can >Select or create a customer for your invoice. You can either select a customer from the drop-down menu or start typing the customer's name. You can create a new customer by clicking >New customer on the drop-down menu.
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360072690312_a5908d905d.jpg" alt="Create_and_send_an_invoice_with_Zervant.png">
 
<h2 id="h_01GV2R63V231TNWDZ6DV2AZDHQ">How to set the invoice number, date and payment terms</h2>
Select the date of the invoice and the payment terms. You can furthermore edit the reference number of your invoice. If you want to edit the <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_blank" rel="noopener noreferrer">invoice number</a>, click >Change next to the Invoice number line.
 
<h2 id="h_01GV2R6B5BDX7H5CFN1Q87AMQ8">How to add products or services</h2>
Next, you can add one or multiple products/services to your invoice. >Press the drop-down menu under Description to choose a product from the list or click >Add item if you want to add a new product that has not been saved in the product database yet.
>Click on the small downward pointing arrow next to Add item to open a drop-down menu if you want to add a new product, a title to your product list, another text field to your product, or separate the invoice by adding a subtotal. If you want to relocate any of the invoice rows, simply click on the >three vertical dots in front of the invoice row and drag and drop the invoice line.
 
Tip:
If you copy paste text from somewhere else, use the "past and match style/paste without formatting" function in order to display the text properly in the invoice.
 
<h2 id="h_01GV2R6NA907GYGZNYZMHXX3P2">How to modify the look and feel of the invoice</h2>
You can further modify the invoice according to your needs from a set of options on the right-hand side of the screen. By clicking >Settings, you can, for example, choose the invoice type, currency or which columns are visible on the invoice. You can also add a <a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_blank" rel="noopener noreferrer">discount</a> to all or individual products.
You can also customise your invoice design by clicking on "Customise document design".
You can access features available on our <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">premium plans</a> to further automate your invoicing and get paid faster, such as <a href="https://support.zervant.com/hc/en-gb/articles/360036369651" target="_blank" rel="noopener noreferrer">recurring invoices</a>, <a href="https://support.zervant.com/hc/en-gb/articles/360036008832" target="_blank" rel="noopener noreferrer">down payments</a> and <a href="https://support.zervant.com/hc/en-gb/articles/360036008932" target="_blank" rel="noopener noreferrer">payment schedules</a>. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4941715228189_162d8a5cb0.jpg" alt="Edit_invoice_details.png" width="266" height="722">
 
<h2 id="h_01GV2R6W988K0ZM6FA8TAJ3KVJ">How to preview and send your invoice</h2>
If you are happy with your invoice but don’t want to send it yet, you can choose >Save as draft and come back to it later. But if you want to finalise the invoice, click >Preview to oversee the invoice one last time before sending it to your customer.
If everything is correct, you can select your wished delivery method by clicking on >Approve and send. <img style="width: 469px; height: 298px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043263512_fad9589bee.jpg" alt="">
 
Read more about invoicing here: <a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">Can I edit/delete an invoice?</a>

<div class="article-body markdown">
In Zervant you are able to create and send invoices to countries outside the EU.
 When you sell goods from Sweden to a country outside of the EU the sale is considered as export. In these situations no Swedish VAT is added to the price. Please note that you have to submit a separate declaration for exported goods to the tax authorities.    Sales of goods outside the EU is declared in box 36 of the VAT declarationform. In Zervant these VAT-less sales are automatically recorded to the correct spot on the VAT report when you mark the invoice as paid, if you have used the correct invoice type. 
In this example we will create an invoice in USD that will be sent to an American customer.  
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11895841090589_16be6b1e1f.jpg" alt="Sales">
<ol>
<li>Choose the Customer</li>
<li>Choose the Invoice type: Sales of goods outside EU</li>
<li>Language: English</li>
<li>Currency: USD. When you choose another currency a new field will appear showing the conversion rate. This conversion rate represents that days conversion rate to your own currency, and can be modified. In the invoicing overview the amount of the invoice will be shown in SEK, but it will not affect your accounting as you can still change the conversion rate when you mark the invoice as paid.</li>
<li>Add your goods as invoice rows.</li>
<li>Check that no VAT column is visible on the invoice rows.</li>
<li>Fill out the payment terms and remaining fields.</li>
<li>Add a reference number or a message.</li>
<li>Preview the invoice and Save or Send. </li>
</ol>
<img style="width: 650px; height: 725px; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266652_2c6a2083ff.jpg" alt="">
</div>

It is now possible to customise the look of your invoices in Zervant! 
This feature is available on all Premium plans.
 
When you create a new invoice, click on Customise design, on the right hand side of the editor: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038817252637_560674996c.jpg" alt="invoice_customisation.png">
 
<h2>Colour</h2>
You will be able to change the colour, and decide which elements should be colorised: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038849099037_f84397fb3c.jpg">
Note that you can choose only one colour at this point. 
 
<h2>Font</h2>
You can then change the font of the whole invoice: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038839303069_688e29b36a.jpg" alt="fonts.png">
Note that you can choose only one font at this point in time. 
 
<h2>Column header style</h2>
Last but not least, you can modify the aspect of the column headers. Here are a few examples of what you can do with the current customisation function: 
 
<table style="border-collapse: collapse; height: 42px; width: 100.143%;">
<tbody>
<tr style="height: 22px;">
<td class="wysiwyg-text-align-center" style="width: 222.328px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038839903901_8ea04a2472.jpg" alt="Invoice_style_header_1.png"></td>
<td class="wysiwyg-text-align-center" style="width: 222.328px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038850371229_1fb873cdd7.jpg" alt="Invoice_style_header_2.png"></td>
<td class="wysiwyg-text-align-center" style="width: 222.344px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038840371101_a0a92f9e32.jpg" alt="Invoice_style_header_3.png"></td>
</tr>
</tbody>
</table>
 
<h2>Note:</h2>
It is not possible to customise the layout of elements like spacing. Importing a custom template is not currently supported.
The invoice header and footer (incl. your logo and invoice information) as well as the payment details at the bottom of any pages of your invoices cannot be hidden. 
However, you can choose the fields that appear on your invoices by customising your >Invoicing settings. For example, Message and Footnote fields allow you to insert custom texts on your invoices. Click to learn more about <a href="https://support.zervant.com/hc/en-gb/articles/360036368691" target="_blank" rel="noopener noreferrer">invoice settings inside the editor.</a>
Another option to personalise your invoices is to add your company's logo. Check our article on <a href="https://support.zervant.com/hc/en-gb/articles/360036007892" target="_blank" rel="noopener noreferrer">how to add your company logo</a>. Please note other images or photos cannot be added to your documents.

New year often means new invoice number sequence.
 
The easiest way to change the numbering sequence on all your recurring profiles is to : 
 
<ol>
<li style="font-weight: 400;" aria-level="1">
Go to the Invoices tab, and then to the Recurring sub-tab.
</li>
<li style="font-weight: 400;" aria-level="1">
Click Edit on a given recurring profile
</li>
<li style="font-weight: 400;" aria-level="1">
Next to Next invoice number, click on Change. Create your new sequence, with your desired prefix, and the first number the sequence should start with (Eg “2023-1”)
</li>
<li style="font-weight: 400;" aria-level="1">Save the recurring invoice profile</li>
<li style="font-weight: 400;" aria-level="1">
Repeat steps 2 to 4 for each recurring invoice profile, and select the new sequence in the prefix drop-down.
</li>
</ol>
 
The Next invoice number will be identical for all recurring profiles, this is normal. The new number (2023-1 here) is not yet attributed to any invoice at this point. It will be once an invoice is created. The following invoice numbers (2023-2, 2023-3, etc.) will follow automatically.

Payment references can be essential when creating invoices for your customers. Payment references are references that your customer should use when paying an invoice - it will allow you to match the incoming payment to the outstanding invoice. The following article explains more about payment references and how you can use them in your invoices with Zervant.
 
<h2>What are the payment reference types supported by Zervant</h2>
European Standard (ISO standard) An alphanumeric string, up to 25 characters long, with the letters "RF" at the beginning. Zervant automatically pre-fills the letters RF when this type is chosen. You then have to add between 3 and 23 numbers after that. 
Finnish Standard A numeric string with 4 to 20 digits. The last digit is a checksum. Zervant pre-fills a number based on the invoice number and adds the check digit when creating a new invoice. However, you can also insert your own reference number. 
Belgian Standard A visual string built like the following +++ 3 digits / 4 digits / 5 digits / +++ (example: +++010/8068/17183+++). The last 2 digits are a checksum. Zervant pre-fills this automatically randomly. You cannot change it.
 
<h2>How to use the reference types</h2>
You can select the payment reference type:
<ul>
<li style="font-weight: 400;">
from the invoice >Settings side panel under >Visible references <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741302787229_Bildschirmfoto_2022_09_12_um_15_04_57_bdcd1e93eb.png" alt="Bildschirmfoto_2022-09-12_um_15.04.57.png" width="246" height="599">
</li>
<li style="font-weight: 400;">
from the label >Payment reference itself in your invoice <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741349324189_Bildschirmfoto_2022_09_12_um_15_05_39_035814d383.png" alt="Bildschirmfoto_2022-09-12_um_15.05.39.png"> 
</li>
<li style="font-weight: 400;">
by default in >My Account >Invoicing settings under >Visible references <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741358235165_Bildschirmfoto_2022_09_12_um_15_07_03_88a2ce3e2f.png" alt="Bildschirmfoto_2022-09-12_um_15.07.03.png" width="323" height="177"> 
</li>
</ul>
Note:
<ul>
<li>If you are sending e-invoices, payment references have to follow some rules, set by the different actors of the e-invoicing networks. Please select the payment reference type that applies.</li>
<li>If you are sending invoices with a <a href="https://support.zervant.com/hc/en-gb/articles/360018751578" target="_self">QR-Code (Switzerland)</a>, please select the payment reference type "Creditor Reference)"</li>
</ul>

You can create an invoice with reverse charge by selecting the invoice type "Sales of construction services (reverse charge)" in the invoice editor.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6322744011677_Reverse_charge_EN_6ae10936ea.png" alt="Reverse_charge_EN.png">

<div class="article-body markdown">
<h2>Item rows</h2>
By using the invoice >Settings panel in the invoice editor, the following columns can be added or removed from the invoice/estimate under >Visible columns:
<ul>
<li>Date</li>
<li>Quantity</li>
<li>Unit</li>
<li>(Unit) Price</li>
<li>VAT %</li>
<li>VAT Total</li>
<li>Row number</li>
</ul>
It is currently not possible to have more than a single VAT % per row. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065019491_8389f8095b.jpg" alt="editing_invoice_rows-_columns_in_zervant.png">
 
Please note that it is not possible to modify or rename the columns. The default settings can be accessed and changed under >My account >Invoicing settings or in the right panel of the invoice >Settings under >Edit default settings. 
 
<h2>Message field</h2>
Add more detailed information about your content of your invoice, e.g., specifications about your products, payment terms, or send a message to your customer.
If you want to add a default message for all your invoices, you can add it under >My Account >Invoicing settings.
 
<h2>Footnote</h2>
Like the message field, the footnote is there to add additional information for you. Oftentimes, terms and conditions, legal notes, or regulations are mentioned here. 
Please note that it is currently not possible to have different company details than in the top left corner of the invoice below the footnote. If you wish to add another address/email/phone number of your company, you can do it e.g., by adding it in the fields "Message" or "Footnote". 
 
<h2>Invoicing currency</h2>
Invoices can be issued in other currencies than the default currency you have selected.
1. Go to the tab >Invoices and create a >New invoice
2. Select your wished >Currency from the right-hand panel of the invoice >Settings
3. >Enter an exchange rate (optional). Zervant will automatically provide the daily exchange rate (<a href="https://openexchangerates.org/" target="_blank" rel="noopener noreferrer">https://openexchangerates.org/</a>), but it is possible to edit it
4. Proceed with filling out the details (products, etc.) and finalise the invoice (>Save as draft or >Approve and send).
 
In the overview of your Invoices tab, the invoice will be listed based on your default currency, but if you select the invoice, the details will show the currency it was created in as well as the corresponding value in your default currency. Please note that if you add products or services directly from your product register, and change the currency, you will have to calculate the price in the editor.  For example:
If you have a product priced at 100€, add it to your invoice and change the currency to USD, the price of the invoice will be USD 100. Here you can make use of the daily conversion rate visible in the editor and manually calculate the correct price for the currency.
</div>

The invoice row on your invoice, estimate or receipt shows detailed information about the service/product you offer. Open the invoice (or estimate) editor to edit the invoice rows. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064837632_invoice_rows_9bac02e04c.png" alt="invoice_rows.png">
 
<h2>Add a new product to your invoice</h2>
Click on >Add item or select it from the drop-down menu to add a new product to your invoice. Enter the description for your product/service or use the drop-down menu to select a product/service from your list. You can also select >New product, if you want to add a new product that has not been saved in the product database yet.
 
<h2>Add a description field to your product</h2>
If you want to add a descriptive text to your product, click on the drop-down menu next to "Add item" and choose >Add text field. Describe the product in the newly added field just below the product.
Tip: Note also the downward pointing arrow on the top right corner in the field. By clicking it, you can save the text to use it later. You can save as many texts as you want and add them to the field by clicking the arrow and choosing >Select a pre-saved text.
 
<h2>Add a subtotal to the invoice</h2>
Sometimes it might be important to add a subtotal to your invoice. You can do so by clicking on the drop-down menu next to "Add item" and choose >Add a subtotal. The subtotal includes all products that are listed above the subtotal line. If you have already added a subtotal somewhere above, the new subtotal includes only the products/services that are listed below the previously added subtotal.
 
<h2>Add a title</h2>
To increase the clarity of the listed products/services on your invoice, you can add a title by clicking on the drop-down menu next to "Add item" and select >Add title.
 
<h2>Drag & drop invoice rows</h2>
You can move around every invoice row via the drag & drop function. Simply hover with your mouse over the left hand side of the invoice row until three vertical dots appear. Now hold the left mouse button pressed and move the invoice row up or down.
 
<h2>Add a discount</h2>
On some invoices you might want to add a discount. You can do so by ticking the box on >Discount under the invoicing settings on the right hand side. Once clicked, the Discount settings will appear. Click on the drop-down menu >Discount settings to choose whether you want to add the discount to the total invoice price or per invoice line. You can also decide whether the discount should be a certain amount or a certain rate and whether it includes or excludes VAT. To disable the discount, untick the Discount box.

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You can modify your default invoice and estimate templates and choose your settings:
<ul>
<li>Under >My Account >Invoicing settings
</li>
<li>During invoice creation (in the right panel under >Settings)</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403022107537_Invoice_settings_9abbb8e767.png" alt="Invoice settings due date discount reference.png">
The default view is set to >Invoice fields and for reasons of clarity, the following guidelines focus only on modifying invoice fields under the Invoicing settings. To edit your default estimate settings, click on the tab >Estimate fields under the headline.
 
Company name - if you use more than one trade name, this field will automatically appear and you can select the default trade name when creating a new invoice.
Invoice type - depending on your business and primary customers, you can choose which invoice type should be set as default. You can read more about different invoice types <a href="https://support.zervant.com/hc/en-gb/sections/360007064371-Invoice-Types" target="_blank" rel="noopener noreferrer">here</a>.
Visible columns - select which columns of your invoice row should be displayed as default.
Currency - here you can choose the default currency shown on your invoice.
Invoice language - select the default invoice language. Click >Preview in your invoice editor to display your invoice in the selected language.
Discount settings - modify the discount settings for your invoices. Tick the checkbox to show discounts on your invoice per default. Learn more about applying discounts in invoices <a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_blank" rel="noopener noreferrer">here</a>. 
Late payment interest - choose whether to show the late payment interest on your invoice and decide which payment interest should be set as default. Please note: our system does not calculate the interest automatically. If you want to add a late payment interest to a payment reminder, you need to add it as a separate invoice line.
Payment terms - select your preferred payment terms and >Add or >Modify at the bottom of the drop-down menu.
 
Visible references: select the references you want to display on your invoice. Choose from Buyer’s purchase order number, Buyer’s reference, Buyer’s contract number,  Seller’s order number, Payment reference. Please read more about references <a href="https://support.zervant.com/hc/en-gb/articles/360044583252" target="_blank" rel="noopener noreferrer">here</a>. 
 
Invoice header - change the header of your invoices. This can be useful, i.e., when creating individual credit notes or change the invoice as a payment reminder.
Message - add a default invoice message here. Instead of adding a complete text, you can also add only generic text parts to which you add a more personal part later when you create an invoice.
Invoice footnote - use this text field to add the footnote to you wish to show on all invoices, i.e., information on terms, regulations or other notes.
Terms and Conditions - add your terms and conditions in this field and mark the box to >Show them on your invoices. These will be automatically displayed on a separate page.
</div>

In Belgium, since 2019, all companies sending invoices to public sector entities must send them as e-invoices via the official government platform <a href="https://digital.belgium.be/">Mercurius</a>. The e-invoice will be delivered via the Peppol network. This concerns invoices to:
<ul>
<li style="font-weight: 400;" aria-level="1">Flemish government services</li>
<li style="font-weight: 400;" aria-level="1">Federal government services</li>
<li style="font-weight: 400;" aria-level="1">Brussels government services</li>
<li style="font-weight: 400;" aria-level="1">Walloon government services</li>
</ul>
Zervant has offered a digital and fully automated e-invoicing connection to the Peppol network since 2018, allowing all entrepreneurs and small businesses to send their invoices to public sector entities directly from their Zervant account. Best of all, no technical knowledge or implementation is required on behalf of the entrepreneur - it is sufficient to agree with your public sector customer to use e-invoicing and Zervant will handle the rest. 
<h1>Step-by-step guide</h1>
For this, simply follow the steps below: 
1. Create a new invoice
2. Add the PO number (Buyer's purchase order number) given by your customer
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084036891_mceclip0_4c0c7d51d1.png">
3. From the preview, click "Approve and send" and select “As e-invoice” as delivery method 
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360083956512_mceclip3_b19b3700ca.png" alt="mceclip3.png">
 
4. From the e-invoice sending modal, add your customer's company registration number (their CBE number). If you don't know the number, you can search for it <a href="https://kbopub.economie.fgov.be/kbopub/zoeknaamfonetischform.html?lang=en">here</a>. The number will automatically be used for the "E-invoice address". Make sure the e-invoice address type is "CRN". 
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084037571_mceclip2_cc01d7c65d.png" alt="mceclip2.png">
 
That’s it. 
You will be notified when the e-invoice is delivered to your customer from the invoice history.
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084038191_mceclip4_fc9d801c4c.png" alt="mceclip4.png">
Note: If you haven't done it yet, it is important to add your company registration number in "My account". This is how Mercurius will identify you as the sender.

Customers who sell services or merchandise and accept payments with Swish can use Zervant invoice type "Sales" to issue invoices to their customers.  To start issuing invoices with Swish as payment method please follow the steps below: 1. Go to My Account -- Payment method 2. Add your Swish id and Save The next time you want to issue an invoice go to the Invoice tab. Click on Create Invoice. Select the invoice type "Sales" and "Default" invoice template. When the invoice is saved the Swish number will be visible on the invoice.  <img style="width: 262px; height: 462px; float: left; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268892_5dd2ee6102d2e_3ec9abc437.png" alt="Swish"> If you wish to mark the invoice as paid with Swish rather than bank account you can take the additional steps below: 1. Go to Reports -- Balance Sheet --Edit Accounts 2. Add an account e.g. nr. 1940 under B9. Name the account Swish. The account type should be bank account. Save ​Once you have added the account to the account plan you can mark the invoice as paid the Swish account. <img style="width: 473px; height: 202px; float: left; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312491_5dd2ee61c6a5d_17c14d5cb6.png" alt="Swish 2">

In this article, we'll explain how to create and send e-invoices with Zervant. E-invoice is often the preferred method of invoicing by governmental bodies and large companies where all necessary information is forwarded between invoice sender and recipient in the e-invoicing network. You can read more about e-invoicing and the difference between e-invoicing and invoices sent by e-mail from <a href="https://support.zervant.com/hc/en-gb/articles/360036369791" target="_self">What is e-invoicing?</a>.
E-invoicing is a premium feature. You can read more about how to upgrade your subscription here: <a href="https://support.zervant.com/hc/en-gb/articles/360036368651" target="_self">How to subscribe to a Zervant Premium plan.</a>
 
<h2>How to create and send an e-invoice</h2>
1. Make sure you have valid e-invoicing details from your customer. You can learn more about the <a href="#h_01FFMQKJ788DNNA8MTB3JJZJKS" target="_self">necessary information</a> below.
2. Go to the tab >Invoice >New Invoice to create an invoice as you normally would. 
3. Once you have created your invoice, select >As e-invoice in the >Approve and send menu.
 <img style="width: 352px; height: 313px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312551_a2f59eb9dc.jpg" alt="send e-invoice">
4. If you haven’t filled out your company contact details, a window will open for you to fill them out. All the fields marked with a blue star (*) are mandatory. The same applies to your customer’s contact details. If you are unsure about the e-invoice address, check out our guide on <a href="https://support.zervant.com/hc/en-gb/articles/360036369831" target="_self">Understanding e-invoicing addresses</a>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4407702838929_b64ff488ca.jpg" alt="e-invoice address" width="353" height="550">
5. Finally, click >Send. Your e-invoice will be sent through our operator Basware to your customer’s e-invoice operator, and eventually to your customer's invoice processing system.
 
If an e-invoice address doesn't meet the criterial, you will be shown an error message:
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13439527269277_cf98e0b891.jpg" alt="Screenshot_2021-09-08_at_9.09.59.png" width="578" height="203">
 
<h2 id="h_01FFMQKJ788DNNA8MTB3JJZJKS">Necessary information for sending e-invoices</h2>
E-invoices are sent using sender’s and recipient’s e-invoicing addresses. This works basically the same way mobile phones work - everyone needs to have a phone number that identifies both, the caller and the callee. To send an e-invoice, you need to include:
1. Your own company contact information: you need to have either a company registration number or VAT number to send e-invoices.
2. Your customer's information:
<ul>
<li>Make sure your customer can receive e-invoices</li>
<li>Check that the <a href="https://support.zervant.com/hc/en-gb/articles/360036369831" target="_blank" rel="noopener noreferrer">e-invoicing address of your customer</a> is correct and in the right format</li>
</ul>
3. The required fields/references your customer wants you to fill in for their invoice: For instance, this could include the PO (purchase order) number, payment reference or the buyer's reference. You can add these in your invoicing >Settings under ><a href="https://support.zervant.com/hc/en-gb/articles/360044583252" target="_blank" rel="noopener noreferrer">Visible references</a>.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4407689268625_11429f35a2.jpg" alt="e-invoice requirements" width="204" height="462">
 
Remember to check that you have sufficient e-invoicing/postal deliveries left, as included in your Premium plan quota. Please note that any test invoices, sent by post or as an e-invoice, will count also. You can check your remaining deliveries in the overview of your plan >My Account >My Plan and upgrade your plan if you need to send more e-invoices: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13439527271325_cc58a3cc4b.jpg" alt="E-invoice_quota_Zervant.png">
 
<h2>Checking the delivery status of a sent e-invoice</h2>
Once your e-invoice is sent, you can check its delivery status under the invoice >history: <img style="width: 431px; height: 281px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268932_3a39c7dfa6.jpg" alt="e-invoice history">
<ul>
<li>If the delivery was successful, the status will say "E-invoice successfully delivered to recipient"</li>
<li>If the delivery failed, the status will say either "E-invoice delivery failed due to invalid content" or "E-invoice was rejected by recipient" depending on the reason of the failure</li>
<li>If the delivery is delayed, you will receive a notification email as well as a notification in the invoice history. This is an indication for the invoice not being able to be delivered. </li>
</ul>
See the most common reasons for failure in e-invoice delivery <a href="https://support.zervant.com/hc/en-gb/articles/360036008792" target="_blank" rel="noopener noreferrer">here</a>.

<div class="article-body markdown">
When sending an invoice via email to your customers with Zervant, add the recipient/recipients. The first recipient will be added automatically and is based on the email address saved in the customer's information. You can also add two more recipients for a total of three if you need to send the invoice to multiple recipients.
</div>
<div class="article-body markdown">
By checking the >Send a copy to myself box, you can choose to receive a copy of the email yourself. It will always be sent to the email address that is saved in >Company contact information (under >My account).
 
</div>
<h2 class="article-body markdown">How to make the email more personal </h2>
The subject line of the email is given by default, but it can be freely modified. The following default message will be included when sending the invoice via email:
Hi, Please find your invoice attached to this email.  Thanks for using our services! Best regards, Your name Your contact information
You can change this default message in the message field and save it for the next time by checking the box >Save as default message.
You can also add attachments alongside your invoice or estimate when sending by email. Please note that this feature is available in our Premium plans. To add an attachment, click on >Choose file... in the email sending window (the maximum size of all attached files is 20MB). You can read more about this <a href="https://support.zervant.com/hc/en-gb/articles/360036008652" target="_blank" rel="noopener noreferrer">here</a>. <img style="width: 650px; height: 735px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313691_5dd2eef905cc8_bf7d20a517.png" alt="">
<div class="article-body markdown"> </div>
<h2 class="article-body markdown">Can I edit the email address from which I send the invoice?</h2>
When you send an invoice directly from Zervant, the sender address is noreply@new.secure.zervant.com. Unfortunately, you cannot edit or change this address.
However, if you wish to send the invoice from your own email address, we recommend you to download the invoice as PDF and subsequently attach the invoice to your own email. The name of the PDF generated is default and cannot be changed at this stage. However, you can change the name of the file once you have downloaded it on your computer.
 
<h2 class="article-body markdown">What if my customer answers the email?</h2>
Even though the documents you create are sent from noreply@zervant.com, any response from your customer is delivered to the email address saved under Contact Person (>My account >Company details >Contact Person): <img style="width: 510px; height: 215px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270472_5dd2eef9e5204_6f3103924f.png" alt="">

The following information must be included on an invoice based on section 209 b of the Value-Added Tax Act:

(The corresponding field and location in Zervant is marked with bold text.) 
 

1) The date of issue of the invoice 

In Zervant: Date of Invoice / Invoice editor 
 

2) A sequential number, based on one or more series, which uniquely identifies the invoice

In Zervant: Invoice number / Invoice editor

 

3) The VAT number (Business ID) 

In Zervant: VAT number / Company contact information

 

4) The buyer’s VAT number when <a href="https://support.zervant.com/hc/en-us/articles/212932326-Invoicing-with-Reverse-VAT-in-the-construction-industry">reverse charge is applied</a>, and in the case of intra-Community trade of <a href="https://support.zervant.com/hc/en-us/articles/214480243-Sales-of-services-to-other-EU-member-states">services</a> or <a href="https://support.zervant.com/hc/en-us/articles/214480303-Sales-of-goods-to-other-EU-member-states">goods</a>.

In Zervant: VAT number / Customer tab

 

5) Full names and addresses of Seller and Buyer,

In Zervant: First name + Last name + Adress section / Company contact information + Customer tab

 

6) The quantity and nature of the goods supplied or the extent and nature of the services rendered,

In Zervant: Description + Quantity + Unit / Invoice editor

 

7) The date on which the goods or services were supplied or the date on which a prepayment on account was made,

In Zervant: Date / Invoice editor

 

8) The price(s) exclusive of VAT per rate of VAT, displaying the unit price and any rebates, discounts and credits (if not included in the unit price),

In Zervant: Unit Price + Discount / Invoice editor

 

9) The rate of VAT chargeable,

In Zervant: VAT / Invoice editor

 

10) The VAT payable in respect of the supply of the goods or services,

In Zervant: Total VAT per rate / Invoice editor (automatically included based on VAT field)

 

11) Indications of any VAT exemption or reverse charge,

In Zervant: Invoice type / Invoice editor (Automatically added based on invoice type)

 

12) If applicable, the details necessary to identify the goods as a new means of transport,

In Zervant: Message field or Footnote / Invoice editor

 

13) If applicable, an indication concerning the VAT margin scheme if second-hand goods, works of art, antiquities and collectibles or certain travel agency services are being supplied,

In Zervant: Message field or Footnote / Invoice editor

 

14) If applicable, an indication concerning the supply of taxable investment gold,

In Zervant: Message field or Footnote / Invoice editor

 

15) If an earlier invoice is being amended, a reference to the earlier invoice.

In Zervant: Message field or Footnote / Invoice editor

 

Source:

<a href="https://www.vero.fi/en-US/Precise_information/Value_added_tax/VAT_details_to_set_out_on_sales_invoices">https://www.vero.fi/en-US/Precise_information/Value_added_tax/VAT_details_to_set_out_on_sales_invoices</a>

<div>
<h2>A) How to store your issued invoices</h2>
If your business is VAT-liable you shall ensure the storage of the invoices issued by your business. The country where your business is registered determines the period for which taxable persons/VAT-liable businesses carrying out operations on their territories are subject to this obligation to store. 
To store your invoices keep the following in mind:
<ul>
<li>Storage may be carried out at any place and on any medium, on the sole condition that the taxable person/VAT-liable business can access all the information stored at any time without delay.</li>
<li>The integrity and readability of the data needs to be guaranteed throughout the storage period.</li>
<li>Every invoice transmitted by electronic means shall also be stored, together with its advanced electronic signature, by electronic means.</li>
<li>Keep copies of all the sales invoices you issue even if you cancel them or produce one by mistake.</li>
<li>All credit notes are to be treated as invoices and must comply with the same conditions.</li>
</ul>
 
<h2>B) Are you required to issue invoices?</h2>
Under EU regulations, an invoice is required:
<ul>
<li>In most business-to-business (B2B) transactions and in some business-to-consumer (B2C) transactions. There may also be specific national rules about which transactions require an invoice.</li>
<li>In a B2B scenario, invoices are usually required when goods or services are supplied to another business or legal entity (such as an association or authority). However, there are some exceptions to this rule.</li>
</ul>
 
<h2>C) What should always be included in the invoice?</h2>
<ul>
<li>Your business full name and address (it is considered good practice to also include your business ID and VAT number)</li>
<li>The customer’s full name and address</li>
<li>Total amount payable</li>
<li>Payment details</li>
<li>A description of the quantity and type of goods supplied, OR the type and extent of services rendered</li>
<li>The unit price of goods or services (This does not include taxes, discounts, or rebates unless these are part of the unit price)</li>
<li>The transaction and payment dates (if these are different from the invoicing date). The VAT rate applied</li>
<li>The VAT amount payable</li>
<li>A breakdown of VAT amount payable by VAT rate or exemption</li>
<li>The foreign currency rate (if an alternative to the supplier’s national currency is used)</li>
<li>Sequential invoice number</li>
</ul>
 
In some cases, a simplified invoice can be issued. It must contain the following information:
<ul>
<li>The date of issue</li>
<li>The supplier’s VAT identification number</li>
<li>The type of goods or services supplied</li>
<li>The VAT amount payable (or information on how to calculate it)</li>
<li>Where applicable, a specific, unambiguous reference to the initial invoice and the details that are being amended (on a credit note, debit note or other document treated as an invoice)</li>
</ul>
The above points cover only the minimum information required. Providing additional information on an invoice is also possible.
Here are some fields commonly added to an invoice: 
<ul>
<li>Reference number: To match the invoice to the receivable on your bank statement</li>
<li>An order number: Usually requested by the buyer in order to be able to convey the invoice to the right department for approval and to match the invoice to the original order; (Can also be named purchase order, PO number or department number)</li>
<li>Recipient name / department name that approves the invoice</li>
</ul>
</div>

You can create receipts for a cash or card payments and download receipts for paid invoices in Zervant. These are two separate scenarios and we explain them both in this article.
<h2>How to create receipts for cash or card payments</h2>
Receipt for a card or cash payment is a document issued by a seller to a buyer, recording the sale transaction and confirming the payment. As a business, you have an obligation to offer a receipt to customers who purchase your products or services. Follow these steps to easily create and send receipts to customers who make an immediate purchase using cash or card. 
1. Go the Invoices tab and select New invoice → New receipt
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360017335878_Screenshot_2021_02_22_at_16_18_22_61316600ce.png" alt="create a new receipt for cash or card payments">
2. Fill in the customer's details, and other details
3. Save as Draft if you want to continue working later, or Preview
4. To send the receipt, click Approve and send. You can choose to send the receipt by email or download it as a PDF.
You can edit or delete the receipts you've created.
<h2>How to download receipts for paid invoices</h2>
If you want to issue a receipt for an invoice sent from Zervant, you can easily download a PDF receipt for the invoice. Read on to find out how. 
1. Go to the tab Invoices and select the invoice for which you would like to create a receipt
2. Mark the invoice as Paid if you haven't done so already 
3. Click on Download receipt. This automatically creates and downloads a PDF receipt. It should now be in the "Downloads" folder on your computer. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360017335938_Screenshot_2021_02_22_at_15_20_14_ace3c81fb2.png" alt="Download receipt for a paid invoice">
4. If you wish to email a receipt to your customer, you must download the PDF file and send it via your own email client.
Receipts created directly from an invoice cannot be modified.
<h3>Useful tips for creating receipts</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Currently, it is not possible to create receipts for Down Payments, Payment Schedule invoices or Credit notes.</li>
<li style="font-weight: 400;" aria-level="1">Last line: Creating or downloading receipts is only available on the Zervant web app and not on our iOS or Android apps yet.
<div class="c-message_actions__container c-message__actions" role="group">
<div class="c-message_actions__group" role="group" aria-label="Message shortcuts" data-qa="message-actions"> </div>
</div>
</li>
</ul>

<div class="article-body markdown">A delivery note is a document sent along with a shipment of goods. It lists up the content of the shipment and the quantity of the goods delivered. </div>
<div class="article-body markdown">
 
With Zervant you can create a delivery note from scratch, or download a PDF delivery note from an invoice.
 
</div>
<div class="article-body markdown">
<h2 class="article-body markdown">Creating a delivery note from an invoice</h2>
1. Go to the >Invoices tab. 2. Choose the invoice from which you want to download a delivery note. 3. Select >Delivery note under the >More drop down menu. <img style="width: 650px; height: 149px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270012_5dd2eed9688e2_97f97cb9ad.png" alt="Create a delivery note with Zervant">
</div>
<div class="article-body markdown"> </div>
<div class="article-body markdown"> </div>
<h2 class="article-body markdown">Creating a delivery note from scratch</h2>
<ol>
<li>Go to the >Invoices tab.</li>
<li>Navigate to the green button "New invoice" and click on the arrow.</li>
<li>Select >New delivery note and create an individual delivery note.</li>
</ol>
You will be able to fill in the products that were delivered, and the date of the delivery. 
<div class="article-body markdown"> </div>
<div class="article-body markdown"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360019475597_New_delivery_note_96342eb0e2.png" alt="New_delivery_note.png"></div>
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<div class="p-rich_text_section">It is now possible to use the QR-billing in Zervant!</div>
<div class="p-rich_text_section"><a href="https://support.zervant.com/hc/en-gb/articles/360018751578" target="_self">Sending QR-bills with Zervant (Switzerland)</a></div>
<div class="p-rich_text_section"> </div>
<div class="p-rich_text_section">Furthermore, we are always working on making invoicing more flexible for our users and want to meet the different requirements in the Swiss markets. That's why we are now offering several invoice templates to choose from for our Swiss customers. In the invoice editor, you can choose between the following templates:</div>
<ul class="p-rich_text_list p-rich_text_list__bullet" data-stringify-type="unordered-list" data-indent="0">
<li data-stringify-indent="0">Default </li>
<li data-stringify-indent="0">Default with address on the right</li>
<li data-stringify-indent="0">QR-bill</li>
<li>QR-bill with address on the right</li>
</ul>
It is also possible to set your preferred layout as default. In order to do so, please navigate to >My Account >Invoicing settings and choose the template you want to set as default.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360019530097_Invoice_templates_EN_b8e0e889a6.png" alt="Invoice_templates_EN.png">
Please note that sending postal invoices through Zervant works only with templates that have the address on the left.

With Zervant you can easily add a discount on invoices for your customers. The following article describes how you can set up your discounts and how discounts are calculated.
 
<h2>How to add a discount</h2>
1. Go to the tab >Invoices and create a >New invoice
2. Check the box >Discount on the right panel under the invoicing >Settings
3. Click on the downward pointing triangle to customise your discount settings for your invoice:
<ul>
<li>Discount based on: decide whether the discount is calculated for the whole invoice or a certain product/service</li>
<li>Discount type: offer your discount as percentage (%) or specific amount</li>
<li>Discount calculation: select whether the discount is incl. or excl. VAT</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064824072_28e6e692cf.jpg" alt="Setting up discounts on invoices with Zervant" width="626" height="799">
There are two option on where to add the discount, on the invoice total or on the product.
 
Discount on the invoice total:
When adding the discount on the invoice total, you can select if you want to add the discount in £ (or any other currency) or in %. 
If you add the discount before tax, the software calculates the subtotal excluding VAT and reduces the discount from that amount. After that, the VAT % is calculated from the discounted amount and added on top of it.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420336697873_4d58969e31.jpg" alt="discount on invoice total before VAT" width="475" height="433">
 
If you add the discount to the amount including tax, the software first calculates the total including VAT out of all invoice lines and then deducts the discount.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420308874513_9c5e2702f1.jpg" alt="Bildschirmfoto_2022-02-09_um_09.02.49.png" width="475" height="430">
 
 
Discount on products/services:
You can also decide to add the a discount on your products/services. 
When selecting the discount on the invoice line excluding VAT, the software first deducts the discount from your product's price before tax, sums up the prices and after that, calculates the VAT for that amount and sums it up to the invoice total.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420309231505_c7b78ec927.jpg" alt="Bildschirmfoto_2022-02-09_um_09.35.07_1.png" width="475" height="415">
 
When selecting the discount on the invoice line including VAT, the software calculates the product price + VAT - discount = Total invoice line (example: £100 + 19%VAT(£19) - £20 = £99).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420337159953_6a4c9f8abe.jpg" alt="Bildschirmfoto_2022-02-09_um_09.32.55.png" width="475" height="420">

<div>
<h2>What is an e-invoice?</h2>
E-invoicing is a type of invoicing where all the same information of a regular invoice is provided in a digital format, and paper is completely removed from the process, making it easier, cheaper and more efficient. Your e-invoices are created, sent, received, processed and archived electronically, eliminating the traditional method of printing or scanning, posting or emailing, and then waiting for the recipient to handle them manually.
At Zervant we use <a href="https://www.basware.com/en-gb" target="_blank" rel="noopener">Basware</a> as our partner for delivering invoices to the right recipients. Please note that not everyone can receive e-invoices. Please check with your customer how they wish to receive the invoices.
Read more about e-invoicing in our blog: <a href="https://www.zervant.com/en/blog/all-about-e-invoicing/" target="_self">E-invoicing | Everything you need to know and more</a>
 
<h2>Why should I send e-invoices?</h2>
E-invoicing helps your customers pay your invoices faster and more efficiently, as they are received immediately by their invoice processing system when you send it (as opposed to an invoice sent in the post which can take several days). Also, large companies usually handle their invoices in one software in order to improve efficiency. Many are now adopting e-invoicing for precisely this reason. E-invoicing saves costs (e.g., paper, printing and storage) when compared with more traditional methods which makes it also eco-friendly!
You can learn more about e-invoicing from our <a href="https://www.youtube.com/watch?v=XvZRkxxzLjI" target="_blank" rel="noopener">video</a>. <iframe src="//www.youtube-nocookie.com/embed/XvZRkxxzLjI" width="560" height="315" frameborder="0" allowfullscreen=""></iframe>
 
<h2>How much does this cost?</h2>
E-invoicing in Zervant is included as part our <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener">Zervant Premium plans</a>. Therefore, there are no costs for your customer when using this service.
<a href="https://support.zervant.com/hc/en-gb/articles/360036368651" target="_self">How to subscribe to a Zervant Premium plan</a>
<a href="https://support.zervant.com/hc/en-gb/articles/360036368851" target="_self">How can I update my Premium plan and payment method?</a>
 Please note that it is not possible to receive e-invoices in Zervant. 
 
 
 
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When you create a new account in Zervant, you will find one example customer (“Customer Company Ltd”) with fictional contact details in your tab >Customer. The VAT number GB123456789 belongs to the fictional customer. If you create a test invoice addressing the example customer, you will see his fake VAT number GB123456789 on the upper right-hand side of the invoice. 
Therefore, GB123456789 indicates where your real customer’s VAT number would be shown on the invoice.
Your own VAT number (entered in >My account >Company details) will be displayed in the footnote of every invoice.

You can remove the VAT on product lines in the invoice editor under Invoicing settings -> Visible columns: 
 
<img alt="visible columns VAT" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266692_5dd2edc830c5b_aeb5c0eff9.png" style="width: 300px; height: 371px;"> 
 
In this case, the VAT column will disappear, but you will still see Total VAT and Net Total at the bottom of your bill: 
 
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043310751_5dd2edc901e2d_97c3439a85.png" style="width: 313px; height: 66px;"> 
 
To remove all mention of VAT (e.g. Net total) from your invoice, you can set the invoice type to ‘Sales exempt from VAT’: 
 
 
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266712_5dd2edc9a3200_332c48d801.png" style="width: 247px; height: 297px;"> 
 
Please note, that even if your company is not VAT registered, it doesn’t automatically mean that your sales are exempt from VAT. This is why we highly recommend checking this with your accountant. You can also read more <a href="https://www.gov.uk/guidance/vat-exemption-and-partial-exemption">here</a>.

If you encounter a situation where a client doesn’t pay your invoice - even after you have made efforts to recoup the due payments - you will need to mark the invoice as a credit loss (often recorded as a “doubtful account”).
 
We do not currently offer a direct solution for recording a credit loss in our service, but you can do the following:
1. Go to the Invoices tab.
2. Choose the invoice you want to mark as a credit loss -> click on More on the top right and choose Copy as new.
3. Edit the invoice as follows:
<ul>
<li style="font-weight: 400;">Mark the item rows as negative values by putting minus (-) in front of the totals.</li>
<li style="font-weight: 400;">
Under Settings on the right, change the Invoice header from Invoice to Credit loss.
</li>
<li style="font-weight: 400;">
Note the invoice number of the original unpaid invoice in the Message field.
</li>
</ul>
4. Approve the invoice.
5. Mark both the original invoice and the newly-created “credit loss” invoice as paid. This way, any reports you generate from your Zervant account will be accurate.

Switzerland has implemented a unique payment slip template that includes a QR-code in order to facilitate payments. The implementation came into use on the 30th June 2020 and it is not mandatory yet.
<h2>How it works</h2>
When choosing the QR-bill template from a Swiss account, a QR-code (along with a whole payment slip) is included on the invoice, which contains the information required for the payment:
<ul>
<li>Customer’s name and address</li>
<li>Sender’s name and address</li>
<li>IBAN</li>
<li>Sum to be paid and currency</li>
<li>Payment reference</li>
</ul>
Please note that this information must be filled in correctly in the invoice in order to create a functioning QR-code.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360019614458_653c692b4c.jpg" alt="QR.png">
It is also possible to set the QR-bill as the default invoice template under >My account >Invoicing settings.
The recipient of your invoice can scan the QR-code, e.g., from their banking app, and all the payment information will be automatically pre-filled. 
With the QR-bill in Zervant, it is easier for your recipient to pay the invoice, it is less costly (less manual work), and it prevents manual errors in the payment process. All this will help shorten the payment time for your customers and you will be eventually paid quicker!

In the following Help Centre article, we want to inform you about the German XRechnung and how to create an XRechnung with Zervant.
 
<h2>What is an XRechnung?</h2>
An XRechnung is an XML file containing all the information of an invoice in a machine-readable format. Once uploaded to a software, the information from the XML file will be imported into the recipient’s software without manual intervention, reducing labour costs and potential human mistakes. From the 27th November 2020 onwards, all companies in Germany sending invoices to public sector entities must send them as XRechnung. 
There are two ways to send an XRechnung depending on the recipient:
<ol>
<li style="font-weight: 400;">
Send the XRechnung via email (or other independent channels). The recipient will most probably have a dedicated email address which imports the file automatically to their own software. It is possible that the recipient gets the file from the email and uploads it themself.  
</li>
<li style="font-weight: 400;">
Upload the XRechnung invoice to public platforms. Most federal states (Bundesländer) have their own platform to upload XRechnung invoices. The recipient will then automatically get the information about the invoice based on their company information.
</li>
</ol>
 
<h2>How to create an XRechnung in Zervant</h2>
From a Zervant account, any user (Free or Premium) can generate an XRechnung invoice by either downloading it and sending it by their own means, or sending the file directly by email from Zervant:
 
1. Create a new invoice and fill out the information
2. Important: The Buyer's reference (Leitweg-ID in German) is mandatory for any XRechnung. This code is given by the recipient. You can add the Buyer's reference from the right-hand panel of your invoice editor (>Settings >Visible references).<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360076907632_X_Rechnung_buyers_reference_23f8c09d49.png" alt="XRechnung_buyers_reference.png">
 
3. Check your invoice by clicking >Preview on the upper right corner.
4. Click >Approve and send and choose from the following options to create your XRechnung: <a href="#h_01EQD1XG9FD8HVXD5ATBZFTTGT" target="_self" rel="undefined">By email</a> oder <a href="#h_01EQD1XT4020BYWPSEV7QS4TXG" target="_self" rel="undefined">Download XRechnung</a> <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360077098711_Approve_and_send_X_Rechnung_bb93c458c0.png" alt="Approve_and_send_XRechnung.png">
 
<h2 id="h_01EQD1XG9FD8HVXD5ATBZFTTGT">Send an XRechnung by email</h2>
5. Selecting >By email will open a new window as usual when sending an invoice.
6. Select the option >XRechnung + PDF invoice. Your recipient will receive your invoice attached as PDF as well as the XRechnung file in an XML-format. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360077098811_Sending_X_Rechnung_by_email_90e88c1d7d.png" alt="Sending_XRechnung_by_email.png" width="592" height="725">
 
<h2 id="h_01EQD1XT4020BYWPSEV7QS4TXG">Download XRechnung</h2>
5. When selecting >Download XRechnung, your XRechnung as XML-file will be automatically downloaded to your computer/laptop. Afterwards, you will be forwarded to the tab >Invoices to overview all your invoices.
6. You can forward the XRechnung as XML-file to your recipient.
 
After approving an invoice, you can also download an XRechnung or send it to your recipient (please ensure the Buyer's reference is included). 
Choose your invoice from the tab >Invoices and select from the upper right menu >More >Download XRechnung. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360077098931_Download_X_Rechnung_bdd698509a.png" alt="Download_XRechnung.png">
If you have not sent your invoice yet, you can do so from the same menu selecting >More >Send by email.

<div>Generally, sales of products and services are subject to VAT. There are however, some exceptions to this, such as international trade outside the EU, financial services, and copyrights. It is also possible that you are selling zero rated items or items outside the scope of VAT.</div>
<div>
Read more about using VAT <a href="https://www.gov.uk/vat-businesses/inclusive-exclusive-prices">here</a>.  </div>
<div>Creating an invoice without VAT</div>
<div> </div>
<div>1. Go to the Invoices tab and click on Create invoice.  2. Click on Settings.</div>
<div>
3. Choose invoice type VAT exempt/zero-rated VAT. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018031577_2_d342f9085b.png" alt="2.png"> 
<div>4. The VAT percentage column will disappear and will no longer show on the invoice.</div>
<div> </div>
<div>We encourage you to confirm with your accountant when to use this invoice type and what text to include on the invoice. Please note: if you have chosen not to register for VAT as a company, please see this <a href="https://support.zervant.com/hc/en-gb/articles/360036368431-Sales-for-Non-VAT-registered-companies" target="_self">article</a>.  </div>
</div>

<div>It may be that you have chosen not to become VAT registered if, for example, your annual sales are below the £85,000 threshold. Remember that even if your company is not VAT registered, it doesn’t automatically mean that your sales are exempt from VAT.</div>
<div> </div>
<div>This is why we highly recommend checking this with your accountant. You can also read more <a href="https://www.gov.uk/guidance/vat-exemption-and-partial-exemption">here</a>.</div>
<div> </div>
<div>
If your company is not VAT registered, you can update your account settings to reflect this under My account - Company details, by ticking the box Not VAT-registered. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018090518_test_company_7a34ca45f6.png" alt="test_company.png"> 
<div> </div>
<div>Once you have made this choice in the company details, your default invoice type will be "Not VAT-registered company".  <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018076037_invoice_type_d0593b3f68.png" alt="invoice_type.png"> There will be no VAT column or other mentions of VAT from your invoice, e.g. Net total, in the invoice that you create.</div>
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018135698_total_c638825cdd.png" alt="total.png">
</div>

Reverse VAT means that the buyer is responsible for the sale's VAT declaration. Reverse VAT is usually only implemented in the construction industry and only concerns trade between companies. VAT is not included on these invoices.

When invoicing with reverse VAT, it is important that the invoice contains the reason behind implementing  reverse VAT as well as the buyer's and seller's VAT - identifiers (Company numbers).  

 

Creating an invoice with reverse VAT for sales of construction services

Start of normally by going to the Invoices tab, and press on Create invoice.

On the right side you will find the invoice settings. From the Invoice type drop down menu, choose Sales of construction services (Reverse VAT).

VAT will now not be visible on the invoice.

Zervant will also automatically fill out the legally mandatory text "Lasku ei sisällä arvonlisäveroa. Ostaja on verovelvollinen AVL 8 c §:n mukaan" in the invoice footnote. 

Remember that you also have to declare all sales with reverse VAT. Zervant will automatically include these sales in the VAT report.

Firstly check that your customer has a valid VAT number and add that to the customer profile.  
Both the buyer's and the seller's VAT number needs to be on the invoice. You can easily check the buyer's VAT number in the service provided by the EU (VIES VAT number validation). 
Your add your own VAT number under My account -> Company information.  
 
 
1. Go the Invoicing tab, and choose Create Invoice.

<ol>
	<li>Choose the Customer</li>
	<li>Choose the Invoice type: Sales of goods to another EU-country from the invoice editor to the right</li>
	<li>
If needed, you can choose another language or currency for the invoice  
	When you choose another currency a new field will appear showing the conversion rate. 
</li>
	<li>The buyers VAT number is added to the Invoice footnote after the legally required text “VAT 0% Intra-Community supply of goods”.</li>
</ol>

<div class="article-body markdown">
 
Firstly check that your customer has a valid VAT number and add that to the customer profile.  
Both the buyer's and the seller's VAT number needs to be on the invoice. You can easily check the buyer's VAT number in the service provided by the EU (VIES VAT number validation). 
Your add your own VAT number under My account -> Company information.  
 
1. Go the Invoicing tab, and choose Create Invoice. 
2. Choose the Customer 
3. Choose the Invoice type: Sales of services to another EU-country from the invoice editor to the right 
If needed, you can choose another language or currency for the invoice  
 
When you choose another currency a new field will appear showing the conversion rate.  
 
The buyers VAT number is added to the Invoice footnote after the legally required text "VAT 0% Intra-Community supply of services". </div>

<div class="article-body markdown">
In Zervant you are able to create and send invoices to countries outside the EU. 
 
Regarding sales of services the rule of thumb is that the VAT should be declared and paid in the country where the service is consumed. We therefore recommend to be in contact with the tax authorities or an authorized accountant whether your services should be taxed in Sweden or not. The Invoice type: Sales of services outside EU should only be used if the service is not taxed in Sweden. 
 
Sales of services outside EU is declared in box 40 of the VAT declarationform. In Zervant these VAT-less sales are automatically recorded to the correct spot on the VAT report when you mark the invoice as paid, if you have used the correct invoice type. 

In this example we will create an invoice in USD that will be sent to an American customer.

<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311331_5dd2edf34dadf_d9018302cf.png" style="width: 650px; height: 318px; border-width: 1px; border-style: solid;">

<ol>
	<li>Choose the Customer</li>
	<li>Choose the Invoice type: Sales of services outside EU</li>
	<li>Language: English</li>
	<li>Currency: USD. When you choose another currency a new field will appear showing the conversion rate. This conversion rate represents that days conversion rate to your own currency, and can be modified. In the invoicing overview the amount of the invoice will be shown in SEK, but it will not affect your accounting as you can still change the conversion rate when you mark the invoice as paid.</li>
	<li>Add your goods as invoice rows.</li>
	<li>The VAT column is hidden by default, but you can add it back to the invoice row with the field visible columns to the right.</li>
	<li>Fill out the payment terms and remaining fields.</li>
	<li>Add a reference number or a message.</li>
	<li>Preview the invoice and Save or Send. </li>
</ol>

<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311351_5dd2edf4673a6_8eedc55050.png" style="width: 650px; height: 481px; border-width: 1px; border-style: solid;">

 
</div>

First make sure that your buyer has a registered VAT number and add it to your customer data. 
Both the buyer's and the seller's VAT numbers need to be on the invoice. You can easily check the buyer's VAT number on the European Commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service</a>. You can add your own VAT number at My account -> Company contact information. 
  
Creating an invoice for sales of services to another EU country: 
1. Go to the Invoices tab and click on Create invoice on the right. 
2. On the right side of the editor you see the invoicing settings panel. Select Sales of services to other EU member states as invoice type. 
3. If needed, you can also choose another Currency and Invoicing language. 
 
Zervant will automatically remove the VAT from the invoice and add the legally required text "Steuerschuldnerschaft des Leistungsempfängers" on the invoice footnote. The sales will also automatically appear correctly on the VAT report.  
 
Attention! If you choose another currency and add products/services on the invoice directly from your registry, you will need to manually recalculate the price of the product/service according to the new currency.

Precondition: 
First make sure that your buyer has a registered VAT number and add it to your customer data. You are not supposed to add VAT to the price of the producet when following preconditions are met:
<ul>
	<li>The buyer has a registered VAT number;</li>
	<li>You have proof of the goods being delivered to another EU-country;</li>
	<li>The buyer has purchased the goods solely for his/her company;</li>
	<li>The buyer is subjected to the taxation of the goods.</li>
</ul>
 
Proof of transportation/delivery 
You as the supplier are obliged to provide proof and evidence of the goods being delivered to another EU-country. This, however, is only applicable for a customer of another EU county with a valid VAT number. If you sell goods to a private customer (without VAT number) you need to add VAT charges but you do not need proof of transportation/delivery. 
Transportation: Duplicate of the invoice, delivery note and acknowledgement of receipt 
Collection: Duplicate of the invoice, delivery note, written confirmation of the shipper 
Delivery: Duplicate of the invoice, delivery note, track and trace protocol or receipt of postal service. 
 
Invoice 
Both the buyer's and the seller's VAT numbers need to be on the invoice. You can easily check the buyer's VAT number on the European Commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service</a>. You can add your own VAT number at My account -> Company contact information. 
 
Creating an invoice for sales of services to another EU country: 
1. Go to the Invoices tab and click on Create invoice on the right. 
2. On the right side of the editor you see the invoicing settings panel. Select Sales of goods to other EU member states as invoice type. 
3. If needed, you can also choose another Currency and Invoicing language. 
 
Note! You need to add the legally required text "Steuerschuldnerschaft des Leistungsempfängers" on the invoice footnote. The sales will automatically appear correctly on the VAT report. 
 
Note! If you choose another currency and add products/services on the invoice directly from your registry, you will need to manually recalculate the price of the product/service according to the new currency.

First make sure that your buyer has a registered VAT number and add it to your customer data. 
Both the buyer's and the seller's VAT numbers need to be on the invoice. You can easily check the buyer's VAT number on the European Commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service</a>. You can add your own VAT number at My account -> Company contact information. 
  
Note: 
Other than within the EU there are no standardized regulations on VAT requirements for third countries. Some countries outside the European Economic Area also apply the reverse – charge system, such as Switzerland. However, as there are differences between countries, always inform yourself about the fiscal regulations of the country before you sell your services (information can be at German Chambers of Commerce Abroad). 
 
Invoice standards differ from country to country and there are no German/Austrian requirements for invoice templates. However, in order to avoid misunderstandings we recommend to add “nicht im Inland steuerbare Leistung“ to your invoice footer text. Don’t forget to set out a separate advance return for tax on the sales. However, it is not required to submit a recapitulative statement (as required by the reverse charge system). 
  
Creating an invoice for sales of services outside EU: 
1. Go to the Invoices tab and click on Create invoice on the right. 
2. On the right side of the editor you see the invoicing settings panel. Select Sales of services outside EU as invoice type. 
3. If needed, you can also choose another Currency and Invoicing language. 
 
Zervant will automatically remove the VAT from the invoice. Remember to add "Nicht im Inland steuerbare Leistung" to the invoice footnote. 
 
Attention! If you choose another currency and add products/services on the invoice directly from your registry, you will need to manually recalculate the price of the product/service according to the new currency.

First make sure that your buyer has a registered VAT number and add it to your customer data. 
Both the buyer's and the seller's VAT numbers need to be on the invoice. You can easily check the buyer's VAT number on the European Commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service</a>. You can add your own VAT number at My account -> Company contact information. 
  
Note:  
Other than within the EU there are no standardized regulations on VAT requirements for third countries. Some countries outside the European Economic Area also apply the reverse – charge system, such as Switzerland. However, as there are differences between countries, always inform yourself about the fiscal regulations of the country before you sell your goods (information can be at German Chambers of Commerce Abroad). 
 
Invoice standards differ from country to country and there are no German/Austrian requirements for invoice templates. However, in order to avoid misunderstandings we recommend to add “nicht im Inland steuerbare Leistung“ to your invoice footer text. Don’t forget to set out a separate advance return for tax on the sales. However, it is not required to submit a recapitulative statement (as required by the reverse charge system). 
  
Creating an invoice for sales of goods outside EU: 
1. Go to the Invoices tab and click on Create invoice on the right. 
2. On the right side of the editor you see the invoicing settings panel. Select Sales of goods outside EU as invoice type. 
3. If needed, you can also choose another Currency and Invoicing language. 
 
Zervant will automatically remove the VAT from the invoice. Remember to add "Nicht im Inland steuerbare Leistung" to the invoice footnote. 
 
Attention! If you choose another currency and add products on the invoice directly from your registry, you will need to manually recalculate the price of the product according to the new currency.

You can set your standard invoice template under My Account in the Invoice settings. You can also change the template when you are making an invoice, on the right side of the invoice editor.

There are currently three invoice templates to choose from (These may differ outside of Finland).

1. Bank transfer form

2. Bank transfer with breakdown - this template is useful when you have many products/services on the invoice and you want them on a separate page.

3. Default - no bank transfer form.

Please note that the template change will only be visible in the preview mode.

If you sell goods to other EU member states, you will have to consider the relevant legislation. Normally invoices like this do not contain VAT for company customers, since the buyer declares and pays the VAT according to the rates in their home country. At the point of sale, the buying company has to be registered as a VAT inclusive business. 

Make sure the buyer has a registered VAT number (VAT ID)

The VAT number for both the buyer and seller has to be included on the invoice. You can easily check the buyer's VAT number from the EU commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service.</a>  

You can add your own VAT number under My Account -> Company contact information. The customer's VAT number can be added in the customer information under the Customers tab.

 

Create an invoice for selling goods to another EU country

1. Go to the Invoices tab and click on Create invoice.

2 Choose the Invoice type "Sales within EU".

3 Choose the Currency and language from the Settings if needed.

Please note: If you choose another currency and add products/services on the invoice directly from your productlist, you will need to manually recalculate the price of the product/service according to the new currency.

4. Zervant will automatically remove the VAT from the invoice, but if necessary, you can add the VAT by clicking Visible columns and ticking the box in front of "VAT".

Please note: The legal mention "VAT 0% Intra-Community supply of goods" is no longer automatically added to the footnote of the invoice. You can add it manually in the footnote.

First make sure that your buyer has a registered VAT number and add it to your customer data. 
Both the buyer's and the seller's VAT numbers need to be on the invoice. You can easily check the buyer's VAT number on the European Commission's <a href="http://ec.europa.eu/taxation_customs/vies/?locale=en">online service</a>. You can add your own VAT number at My account -> Company contact information. 
 
Creating an invoice for sales of services to another EU country: 
1. Go to the Invoices tab and click on Create invoice on the right. 
2. On the right side of the editor you see the invoicing settings panel. Select Sales of services to other EU member states as invoice type. 

3. Zervant will automatically remove the VAT from the invoice, but if necessary, you can add the VAT by clicking Visible columns and ticking the box in front of "VAT".

Please note! The legal mention "VAT 0% Intra-Community supply of services" is no longer automatically added to the footnote of the invoice. You can add it manually in the footnote. 
 

4 If needed, you can also choose another Currency and Invoicing language.

Please note! If you choose another currency and add products/services on the invoice directly from your productlist, you will need to manually recalculate the price of the product/service according to the new currency.

<h2>What are payment schedules?</h2>
Payment schedules allow you to create invoices that can be paid in multiple instalments rather than in one go. They are useful if you have to invoice your customer multiple times over the course of a project or if you want to offer your customers a flexible way to pay.
Payment schedules are completely customisable, depending on the situation and your customer’s needs. Choose how many instalments you want your customer to pay in, when they need to pay them, and whether you want to set the payment schedule as a single invoice or split across several invoices.
Please note that this function is a Premium feature available to subscribers of our Zervant PRO plan or higher.
 
<h2>Creating payment schedules</h2>
1. Go to the tab >Invoice
2. Create a >new invoice as usual
3. Check the box >Payment schedule on the right-hand panel under the settings <img style="width: 276px; height: 465px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043267052_a6f4d19ca1.jpg" alt="">
 
4. Click on >Edit payment schedule below the total amount due of the invoice to setup.
5. Here, you can select whether to include all instalments on one invoice or to split across multiple invoices as well as number and frequency of payments (e.g., weekly, monthly, etc.; create up to 12 instalments per payment schedule). Set the amount of each instalment (as percentage of the total or specific amount), the due dates, the project names (if separate invoices for each payment), and whether or not to include pro-rated VAT (i.e., distributed proportionally). <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065017871_01c56bac02.jpg" alt="edit_payment_schedule_Zervant.png">
 
6. >Save your payment schedule settings. The instalments, along with their prospective invoice numbers (if split across multiple invoices), due dates, and amounts, will then be shown at the bottom of your invoice below the Total amount due. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065018231_b5b7902f5b.jpg" alt="payment_schedules_total_amount_.png" width="426" height="341">
 
7. >Approve and send your invoice(s) to your customer as normal
 
<h2>Please note:</h2>
<ul>
<li>Payment schedules are only available on our Zervant Premium plans PRO and above</li>
<li>Once your customer has paid the first instalment (on a single invoice), your invoice status will be set as >Sent. You can only mark your invoice as Paid after all instalments have been paid</li>
<li>When creating a payment schedule with multiple instalments split across several invoices, you can select whether to send the first invoice only or all invoices at the same time. If you choose to only send the first invoice, the other invoices in the payment schedule will be created at the same time and can then be manually sent from the tab Invoices as needed</li>
<li>When separating your instalments across multiple invoices, each instalment invoice will receive the next invoice number in line with your invoice numbering sequence. Each invoice will also show an appropriate project name (e.g. Project 1/2, Project 2/2)</li>
<li>If you have added a down payment to your invoice, it is necessary to ensure that the down payment amount is set as the first instalment in the schedule. The down payment and remainder due will now be visible on the invoice below the Total amount due
</li>
<li>Invoices with payment schedules enabled cannot be copied as new</li>
<li>You can only create a credit note if you payment schedule is set up on a single invoice only</li>
<li>When separating instalments across multiple invoices, you cannot edit the individual invoices. However, payment schedules on single invoices only, can be edited</li>
<li>The issue date will be the same for all invoices, even if the due dates are different</li>
<li>If your client wants to pay single instalments using online payments, the instalments will need to be split across multiple invoices rather than on one invoice only</li>
</ul>

Zervant offers you the function to send invoices by post with only a few clicks, without having to print out the invoice or go to the post office yourself. Please note that this is a feature that requires a <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener">Zervant Premium subscription</a>. This is how it works:
 
1. Create a new invoice as you normally would. If you are ready, select >Approve and send from the preview screen and choose >By post <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064832712_8afe1c2274.jpg" alt="Menu_send_by_post.png" width="469" height="306"> 
2. >Fill out all required information of your customer (marked with *) to send the invoice by post. In the same window below, you will see a number of remaining invoices that you can send via post or as an e-invoice from your current subscription plan. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065014131_d7d88aaf05.jpg" alt="Zervant_sending_by_post.png" width="485" height="539">
 
3. Click >Send. Please note that once sent, the sending process via post cannot be stopped.
 
You can follow the progress from the tab >History of the invoice. Here, you will see if it was sent and delivered successfully. 
Your invoice will be printed to ensure that it fits local envelope sizes, and will be sent by our partner <a href="https://www.basware.com/en-gb/" target="_blank" rel="noopener">Basware</a>, a global leader in invoice delivery services for software companies. Basware will make sure your invoice is in the post within one working day, after which it will be delivered according to second class delivery schedules in your country.

A private person who hires you to do ROT (Repairs, Conversion, Extension) or RUT (Cleaning, Maintenance and Laundry) work may get a tax reduction – a ROT or RUT deduction for the labour cost. In Zervant you can issue an invoice with ROT/ RUT deduction.
1. Go to the tab >Invoices and click on >New invoice
2. Choose a customer or create a new customer to the invoice
3. Enter the following information in the invoice message field:
<ul>
<li>Location (where the work was performed)</li>
<li>If you are issuing an invoice with ROT-deduction, you should also specify the property's designation or if it is a condominium, enter the rental and condominium association's registration number on the invoice</li>
<li>The customer's social security number</li>
</ul>
4. Go to >Settings on the right panel of the invoice editor. Select >Invoice type >ROT-avdrag (deduction for household construction services) or >RUT-avdrag (deduction for household services). <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312871_1878692221.jpg">
 
5. Specify the deduction percentage. The standard deduction is 30% of the ROT deduction provided that the customer has not reached the upper limit of 50 000, and 50% for the RUT deduction if the customer has not reached the upper limit of 25 000.
6. Add entries on the invoice row and select the rows select ROT or RUT for the items related to labor costs which entitle to a ROT or RUT deduction (work, on the left to be checked). <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312911_e817500cb7.jpg" alt="5dd2ee80af78b.png">
 
7. When you preview the invoice you will see that the ROT / RUT deduction deducted the amount to be paid by the customer. The preliminary tax reduction is shown below the invoice items.

<div>You can give a tax credit for household services if you do household work in your customer’s home or holiday apartment. Such work includes cleaning, childcare and renovation.</div>

<div> </div>

<div>
<a href="https://www.vero.fi/en/individuals/tax-cards-and-tax-returns/income-and-deductions/Tax-credit-for-household-expenses/taulukko-kotitalousv%C3%A4hennykseen-oikeuttavista-t%C3%B6ist%C3%A4/">Here</a> is a list of household deductible work on the Finnish tax administration website. 
 </div>

<div> </div>

<div>In Zervant you can add a household deduction to your invoice by selecting the dedicated invoice type:</div>

<div> </div>

<div>
1. When you’re creating an invoice, select (from the right-hand side of the screen) under the Invoicing settings -> Invoice type -> Tax credit for household services. 
 
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043269132_8e9f9eb059.jpg" style="width: 247px; height: 318px;"> 
 
<div>2. Next, mark the invoice lines with the deduction by checking the box on the left-hand side of the row. Remember to check carefully what is deductible, and separate the work into different invoice lines accordingly.</div>

<div> </div>

<div>3. A text will appear on the invoice:</div>
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312971_8f45ad01ea.jpg" style="width: 650px; height: 164px;"> 
 
Please note, we don’t yet offer a dedicated report for this invoice type, although the invoices will be marked with the correct accounting account on the Transactions report for accountant under Reports.
</div>

<div>There are two ways of calculating totals when it comes to invoicing. </div>

<div>Method 1: the sum of rounded values</div>

<div>Method 2: the sum of values, rounded</div>

<div> </div>

<div>Zervant uses the Method 1. See below: </div>

<div> </div>

<div><img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311071_2c545a6cd9.jpg" style="width: 384px; height: 323px;"></div>

<div> </div>

<div> </div>

<div>Method 1: Sum of rounded lines</div>

<div>For example, the sum of each line is 5.764, which is then rounded to 5.76 (2 d.p.). As such, the total of the invoice using method 1 is: </div>

<div>5.76 + 5.76 = 11.52</div>

<div> </div>

<div> </div>

<div>(Method 2: Sum of lines, rounded  </div>

<div>5.764 + 5.764 = 11.528 </div>

<div>Rounded to 11.53)</div>

Reference numbers