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E-invoicing 

The E-invoicing feature is currently available for Private Beta Testing on all Chargebee plans. Contact [email protected]  to enable for your site.

Introduction 

Electronic invoicing or e-invoicing involves the generation and exchange of a structured invoice document between a seller and a buyer in an electronic format. Some of these formats are Electronic Data Interchange(EDI), Extensible Markup Language(XML), or with the help of an internet-based web form.

While the traditional format of invoicing with paper bills or invoices is still supported, it can be very time-consuming, error-prone, and expensive to manage. E-invoices, on the other hand, are more efficient in that they are a lot cheaper and significantly quicker.

Following are some of the benefits of sharing e-invoices with your customers:

  • Generated and exchanged more quickly than a regular invoice.
  • More secure than regular invoices and facilitate the fight against fraud.
  • Easier to store and access.
  • Enable faster invoice processing and collection.
  • Compliant with necessary regulations and mandates.
  • Cost-effective and help you save on printing and paper costs.
  • Not prone to human error.

With e-invoices becoming a legal mandate in many countries, Chargebee helps you with generating and sending e-invoices through e-invoicing networks while adhering to the necessary legal mandates. The e-invoicing networks enable companies and authorities registered with them to exchange business documents securely, in a variety of formats. Chargebee uses e-invoicing networks like Peppol(Pan-European Public Procurement OnLine), Finvoice, and so on for electronic procurement that includes electronic ordering and invoicing.

You can view the complete list of countries where e-invoicing is currently supported by Chargebee along with the e-invoicing networks used by Chargebee in these countries here.

If you are a business provider selling to public sector companies or other businesses in one of the listed countries, you can configure the e-invoicing feature in Chargebee to generate and send e-invoices to your customers via the e-invoicing networks. For customers who are not registered with any e-invoicing networks, e-invoices are sent via email.

Note

All your e-invoices are processed from Dublin, Ireland, where the data center for processing e-invoices is currently located.

Supported Countries 

Following is the list of countries where Chargebee currently supports e-invoicing, along with the business types, e-invoice formats that are supported, the e-invoice networks used in the respective countries, and the default tax scheme that will be used for existing customer records in these countries.

Country

Type(s) of Business

E-invoice Format(s)

E-invoice Network(s) used in the country

Peppol Entity Identifier(s) for the country

Belgium (BE)

Business-to-Business(B2B)
Business-to-Consumer (B2C)
Business-to-Government(B2G)

Peppol BIS V3

Peppol, Mercurius

BE:EN
BE:VAT*

Denmark (DK)

B2B, B2C, B2G

Peppol BIS V3

Peppol

DK:DIGST
DK:ERST*

Finland (FI)

B2B, B2C, B2G

Peppol BIS V3, Finvoice 3.0

Peppol

FI:OVT
FI:VAT*

Germany (DE)

B2B, B2C, B2G

Peppol BIS V3, Xrechnung (B2G), ZUGfERD 2.0 (B2B)

Peppol

DE:LWID
DE:VAT*

Italy (IT)

B2B, B2C, B2G

Peppol BIS V3, FatturaPA

Peppol, Sistema di Interscambio

IT:CF
IT:VAT
IT:IVA*

Luxembourg (LU)

B2B, B2C, B2G

Peppol BIS V3, UBL SI

Peppol

LU:VAT*

Netherlands (NL)

B2B, B2C, B2G

Peppol BIS V3, UBL SI 2.0, NL CIUS

Peppol

NL:KVK
NL:OINO
NL:VAT*

Norway (NO)

B2B, B2C, B2G

Peppol BIS V3, EHF invoice

Peppol

NO:ORG
NO:ORGNR
NO:VAT*

Sweden (SE)

B2B, B2C, B2G

Peppol BIS V3, Svefaktura V1

Peppol

SE:ORGNR
SE:VAT*

*The default tax scheme for existing B2B customers.

Click here  for more details on Peppol's entity identifiers.

Country-specific Prerequisites 

Certain countries have specific requirements or features for e-invoicing as follows:

  • Netherlands
    • Your suppliers' email address are required.
    • If you are selling to public entities, you must capture Overheid Identificatie Nummer (NL:OINO) from them.
  • Germany
  • Denmark
    • Danish senders must provide DIGSTORG (DK:DIGST).
  • Italy
    • While using an email address to send invoices with FatturaPA attachment, ensure it is not an Italy-specific "PEC" email address.

Roles and Restrictions

  • The e-invoicing feature can be enabled in your Chargebee site by users with Owner, Admin, or Finance Executive roles.
  • After the feature is enabled, users with Owner, Admin, Customer Support, and Sales Manager roles can send e-invoices to customers.

Configuring E-invoicing 

To configure e-invoicing in your Chargebee site, follow these steps:

  1. Click Settings > Configure Chargebee > E-Invoicing, and click Enable.

  2. On the E-Invoicing page, verify your Organizational Address.

    Click Change Address to update the address if required. The organization country should belong to one of the countries where the e-invoicing feature is supported by Chargebee.
  3. It is mandatory that you specify your network entity identifier and tax registration details in the country of your organization's address. Under Entity Identifier, the tax registration number of the country for which you have configured taxes in Chargebee is populated. If you have not configured taxes for this country in Chargebee, you must add the tax registration number.

    • Click Add tax reg number and you will be redirected to the Configure Taxes page. Click Add region and select the country. After configuring the tax rates, click Add Tax reg no, select a tax label and specify your tax registration number for the country.

    • Navigate back to the E-invoicing page, click Add identifier, and select an entity identifier from the drop-down list. Select the identifier for your country and specify their Identification (ID) details, for Chargebee to verify the identifier. If you do not specify the entity identifier information, Chargebee will not verify the identifier, and e-invoices will not be generated and sent.

    • While adding these details for a county with multiple entity identifiers, you can select the primary identifier from the dropdown. Additionally, you can specify the tax registration number for other identifiers and click Save. To update these details at any time in the future, click Manage.

  4. Under Contact details, click Add/Manage to add/update your contact name, email address, and phone number, and click Save. This information gets displayed on all your e-invoices.

  5. Clicking Add Payment Details redirects you to the Invoice customization settings where you can add any payment instructions to your customers about SWIFT or IBAN codes. These details are displayed on your e-invoices.

  6. Navigate back to the E-invoicing page by clicking Settings > Configure Chargebee > E-Invoicing and click Proceed.

  7. Under Advanced Configurations, select how you'd like to send e-invoices to your customers. You can select from the following options:

    • Send e-invoices to all customers: Chargebee sends e-invoices to all your customers regardless of whether they are registered on e-invoicing networks or not. For customers who are not available on the e-invoicing network, e-invoices are sent via email.
    • Send e-invoices only to customers registered on e-invoicing networks: Chargebee sends e-invoices to only customers who are registered on e-invoicing networks. Customers who are not registered on e-invoicing networks do not receive e-invoices, instead, they would receive Chargebee invoices.
  8. You can enable the setting to Collect Entity Identifiers for Customers. When this setting is enabled, users need to specify the entity identifier information while creating customer records in Chargebee.

  9. You can enable the setting to Collect Entity Identifiers in Checkout. When this setting is enabled, entity identifier information is collected from users during Checkout. Click Manage Fields and will be redirected to the Checkout Field Configuration settings where you can configure the identifier fields settings for each country.

Adding more recipient countries for e-invoicing 

If you are selling in more than one country in the EU and want to add them as recipient countries for e-invoicing in Chargebee, follow these steps:

  1. Click Settings > Configure Chargebee > Taxes.

  2. Click Add Region and configure taxes for the country that you want to add as recipient country for e-invoicing. After configuring the tax rates, click Add Tax reg no, select a tax label and specify your tax registration number for the country.

  3. Click Save. Unless you add the tax registration number for the country, you will not be able to add this as a recipient country for e-invoicing.

  4. Click Settings > Configure Chargebee > E-invoicing.

  5. On the Configure E-Invoicing page, under Recipient Countries for E-invoicing, click Add a country.

  6. Select the country and specify the entity identifier details. In case you do not specify the entity identifier information, Chargebee will not verify the identifier. This identifier is used only for B2C invoices. All other invoices are generated on the primary identifier of the organization's country.

  7. Click Save.

Note
  • Chargebee currently supports entity identifiers for a single tax profile only.
  • You can collect entity identifiers from your customers only after you activate e-invoicing in the respective country.

Testing E-invoices in Sandbox Environment 

After configuring e-invoices on your Chargebee site, the following test identifiers can be used to send test invoices via the Peppol TEST network:

Country

Scheme

Identifier

BE

BE:EN

1112345678

DE

DE:LWID

10101010-STO-10

DE

DE:VAT 

010101010

DK

DK:DIGST

10101011

GR

GR:VAT

999999999

IS

IS:KTNR

239282828

IT

IT:CUUO

SCSCSCS

NL

NL:KVK

012345678

NO

NO:VAT

007303003MVA

SE

SE:ORGNR

0012345678

Alternatively, you can also get the test identifiers of customers to send test invoices via the respective network.

Sending E-invoice to Customers 

After enabling the E-invoicing feature on your Chargebee site, your Chargebee users can choose to send e-invoices to customers in the EU region. Follow these steps on your Chargebee site, to send e-invoices to your EU customers:

  1. Click Customers > Create Customer.

  2. In the Create Customer page, specify the customer name and other details.

  3. Under Billing address, when you select a country in the EU region, you will see an option to send e-invoices to this customer. Enable the setting to send e-invoices to the customer. (If e-invoicing is configured for the associated country, this option is enabled by default.)

    • If you are selling to a business customer, you can enable This is a valid business customer.
      • If you have enabled the setting to capture the tax registration number of customers, you can enter the Tax Reg No.
      • Select the E-invoice identifier for the customer using the drop-down. The tax registration number is used with the tax schema as an entity identifier for e-invoicing.
  4. Click Create.

The tax registration number and the entity identifier details can be viewed on the customer details page.

In the case of existing customers, the tax registration number already available gets mapped to a default scheme in the country. for the default schemes used in each country. You can override the scheme if required, from the respective customer details page.

For any subscriptions that are created in Chargebee for this customer, an e-invoice gets generated and sent to the customer through e-invoicing networks or through emails.

Note
  • The historic tax registration number is not supported currently. Hence the invoices with historic tax registration numbers will be skipped.
  • Imported invoices and their child credit notes will not be considered for e-invoicing.
  • Chargebee invoices will continue to be generated and sent as per the current workflow and settings.

E-invoices 

When subscriptions are created, Chargebee generates and sends e-invoices to your customers based on your e-invoicing configuration.

The e-invoice status can be viewed on the invoice details page in the E-invoice section.

E-invoices can be in one of the following statuses:

  • Scheduled: E-invoice is scheduled for the subscription and not yet processed.
  • Skipped: E-invoice will not be sent, as the customer is not registered on the e-invoicing network.
  • In-progress: The invoice has been successfully processed. However, it is awaiting a confirmation on e-invoicing status via the e-invoicing or email networks. The Credit Note has been successfully processed. However, it is awaiting a confirmation on e-invoicing status via the e-invoicing or email networks.
  • Success: The e-invoice has been successfully delivered to the customer via the e-invoicing network or email id.
  • Failed: The e-invoice could not be sent to the customer for a certain reason.

If any changes are made to the invoice in Chargebee after the e-invoice is sent to the customer, the changes are not captured on the e-invoice that is already sent.

You can raise credit notes against invoices in Chargebee, and these credit notes are again sent to the respective customers as e-invoices via the e-invoicing network. The status of these credit notes can be viewed on the credit notes details page.

If any changes are made to the credit note in Chargebee after the e-invoice is sent to the customer, the changes are not captured on the e-invoice that is already sent.

Note
  • Imported invoices and their child credit notes are not considered for e-invoicing.
  • In addition to the e-invoices, Chargebee invoices will continue to be generated and sent to customers as per the invoice and email settings on your Chargebee site.

Disabling E-invoicing 

Upon disabling e-invoicing in your Chargebee site, all your settings related to e-invoicing get deleted.

You will no longer be able to send e-invoices to your customers from Chargebee.

To disable the e-invoicing feature in your Chargebee site, follow these steps:

  1. Click Settings > Configure Chargebee > E-invoicing.
  2. On the E-invoicing configuration page, click Disable > Confirm.

E-invoices that are already scheduled will be sent. However, any updates done to the e-invoices that were previously generated will not be sent to customers.

If you restore E-invoicing again in Chargebee, you need to configure the feature for all your recipient countries along with their participant identifiers from scratch.

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