- On event level you can decide if attendees can ask for invoices. If this is switched off, nothing changes from the old functionality (you enter ticket prices and attendees can register and pay online or offline)
- If you switch ‘invoicing’ on, attendees CAN ask for an invoice when they register. In this case they will be asked to enter their invoicing details (organisation name, adress, VAT number). After the registration process an electronic invoice (PDF) for the total order amount will be generated and sent by email.
An overview of the different steps:
1. Enter your invoicing details: you can do this in the screen ‘account settings’.
2. For a new event you can switch on invoicing. You do this on the screen ‘define tickets and prices’, on event level
3. Now attendees can ask for invoices. If they do, they have to fill in the invoice-related fields (organisation, address, VAT number)
4. After completing the booking process, attendees receive their tickets and invoices
Important consequences for pricing and VAT:
When working with ‘invoicing’ is switched on for an event, it is important to know that the prices will be augmented with a VAT percentage. Here is how this works:
- On account level you enter your VAT number and a VAT percentage. The reason we let you enter a VAT percentage is that this differs from country to country. In Belgium for example, it is 21%, but in other countries different VAT tariffs apply.
- The VAT percentage that you enter will be added to the ticket prices you have defined, to result in the total price (incl VAT). This rule is valid for both attendees that ask for an invoice, and those that don’t.
- There is one exception on this rule. When an attendee asks for an invoice AND the attendee has a VAT number from another country than the organiser, VAT is not applicable and no VAT will we added to the price.
- You are an organiser from country AB (VAT number ABxxxxxxx), in which a VAT percentage of 21% applies so you enter this percentage in your account settings
- You enter your event details and switch on the possibility for your attendees to ask invoices. Note: all invoices will contain your invoicing details and the VAT percentage you entered. You enter this information on your account settings.
- Case 1: The attendee asks no invoice. The VAT percentage of 21% will be added to the ticket price you have defined. The registration process continues as usual (booking, online/offline payment, the tickets are sent). No invoice will be sent.
- Case 2: The attendee asks for an invoice, and enters the mandatory invoicing details.
- Case 2.A: the VAT number of the participant is from the same country as yours (Number type: ABxxxxxxxx). In this case the VAT percentage will be added to the ticket price. The registration process continues as usual (booking, online/offline payment, the tickets are sent), and the invoice is sent.
- Case 2.B: the VAT number of the participant is NOT from the same country as yours (Number type: XYxxxxxxxx). In this case the VAT percentage will NOT be added to the ticket price. The registration process continues as usual (booking, online/offline payment, the tickets are sent), and the invoice is sent.
Now, we know that the VAT rules as described here will not cover all specific cases that can occur. In order to keep it simple we have chosen (together wit our customers) to work like this because it covers most cases with a simple set of rules.
Note this feature is still in beta, some forgive is the little bugs that might still appear!