Invoicing Guide

This feature issues an invoice from a room booking or from a sale in the Wellness module. Vezpa fills in the lines, applies the rate you set, keeps the numbering and generates the PDF. It goes through no intermediary: there is no per-document fee and no balance to top up.

It applies to properties registered in one of these 21 countries: Austria, Belgium, Bulgaria, Croatia, Czechia, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Luxembourg, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden.

The currency and the language of the document

Line descriptions and PDF labels come out in the default language of the country chosen in the settings, and amounts in that country's currency: koruna, złoty, forint, leu or euro depending on where you are. The country is filled in for you from your property's own the first time you open the page, and stays editable.

Who can use it

Settings and issuing are reserved for «Manager» and «Assistant»: for every other role the server refuses the request, even where a path in the app lets the screen open.

What this feature does not do

• It files nothing with the tax authority, in any of the 21 countries. Vezpa produces the document, numbers it and stores it; returns and bookkeeping stay outside and you handle them as you do today, with your accountant.
• There is no credit note. A wrong invoice is cancelled, and cancelling does not produce a second document.
• It does not recalculate prices: it takes the amounts already on the booking or on the Wellness bill.

The path is Configuration → Invoicing, inside the «Tax & legal compliance» group. No document leaves this page: you write once what will be printed on every invoice.

The two switches at the top

• «Enable invoicing» turns the feature on. While it is off, anyone trying to issue from a booking gets a notice that invoicing is not active, and goes no further.
• «VAT payer» declares that you are liable for VAT. If you are not, leave it off: invoices come out with no tax on every line.

The note printed at the bottom changes name with the switch

It is always the same field, and the name it carries tells you which of the two regimes you are writing in.

• With the switch off it is called Exemption note and it is mandatory: without it, Vezpa refuses to issue. The one exception is Czechia, where leaving it empty prints the wording already verified for that country; in the other twenty Vezpa does not invent a legal citation on your behalf.
• With the switch on it is called Optional note: leave it empty and no line appears at the foot of the invoice. It is there for anyone who has to show a legal reference while being VAT registered, a reverse charge for instance.

What you write yourself always wins, in both regimes and in Czechia too.

The fields

The number is prefix + counter + year, for example FA12/2026. The counter restarts at 1 with every new year.

There is only one real rule: the sequence follows the prefix. Two invoices with the same prefix share the counter, two different prefixes have independent counters. That is why two documents can never carry the same number.

No gaps, no reuse

• If issuing fails halfway, even only while generating the PDF, no number is consumed: the whole operation is rolled back.
• If two people issue at the same instant, the two issues are queued and get two consecutive numbers.
• A cancelled invoice keeps its number, and it is never reassigned.

Two forms for the same number

In «Number format» you choose how it is printed. «Prefix + number / year (e.g. 54/2026)» is the default, the form described above, and nothing changes for anyone who was already issuing. «Prefix + year + 4-digit number (e.g. 20260054)» is a form common in Czech invoicing systems: the year first, then the counter on four digits — with the prefix FA, FA20260054. Only the printing changes: series, prefix and counter stay the same, and invoices already issued are not renumbered.

Continuing the numbering of your previous system

If you come from another system with a series already running — say your previous invoicing system, stopped at invoice 53 — first choose the format you used; then, on the first invoice you issue from Vezpa, tap the pencil next to «Invoice number» and type 54 in «Sequence number». From there Vezpa carries on by itself: 55, 56…

1. Open the booking, tap the three-dot menu and choose «Billing»: the «Issue invoice» page opens
2. Choose the «Customer type»: «Private» or «Company»
3. For a company, fill in Customer's tax identifier, required only if your own property is in Czechia and optional everywhere else. If the customer is a Czech company, «Load from ARES» appears next to the field: tap it and legal name, VAT number and address fill themselves in from the Czech public business register
4. Check the lines and tap «Issue»
5. The PDF opens straight away: print it or save it from there

What ends up in the lines

If you are not VAT registered every line comes out without tax, and the exemption wording appears at the foot of the document.

The number, before you issue

At the top of «Issue invoice» you see «Invoice number»: the number this invoice will get, that is the next one in its series, already in the chosen format. Usually there is nothing to do. The pencil next to it, «Change number», serves one case only — continuing the numbering of the system you used before — and opens a warning, the field «Sequence number», where you type only the counter (for example 54), and a preview of the number as it will be printed. When you confirm, Vezpa checks that it is free; if it is not, you see «This number is already used by an issued invoice.»

The customer's email, and sending right after

Below the customer details there is «Customer email», already filled in with the booking's email: it goes into the invoice and decides where it is sent. Correct it if the invoice goes, say, to a company's accounts office. After «Issue» the PDF preview opens, and the bar at the top has the «Send invoice» button.

Correcting the lines, and your own text

Below the customer details you find «Invoice lines», already filled in from the booking: each line has «Description», «Quantity» and «Unit price», and you can correct all of them before issuing. The accommodation line carries the dates of the stay, the number of nights, the number of guests and the name of the unit. «Add line» adds one, the bin next to a line removes it, and the «Total» updates as you type. The same goes for the Wellness line. The field «Your own text on the invoice» is optional and is printed on the PDF: for example a thank-you note or payment instructions. The PDF is laid out in blocks — your supplier details and the customer's, the document dates with the due date, the table of lines.

Tourist tax and VAT, if you are VAT registered. What counts is who owes the tax by law. If the guest owes it and you collect it on behalf of the municipality or tourist board, it stays outside the VAT base (Directive 2006/112/EC, art. 79(c)) and the line comes out as excluded from the taxable amount: in the PDF the rate column shows «–» instead of 0, the VAT recap gives it a row of its own, «Not part of the taxable amount», and the printed tax base leaves it out; if the property owes it, it is part of the price and bears the accommodation VAT. The setting «Tourist tax and VAT» decides it: it starts at «Automatic (by country)», and under the menu you read what applies now for your country.

• In the VAT base automatically: Spain, Belgium and Bulgaria. The line takes the accommodation rate and carries no reason. In Spain this is the tax authority's position (ruling DGT V0507-26). In Belgium, if you choose «Outside the VAT base (collected on behalf of the authority)», the reason with the Belgian legal reference is printed.
• Outside the VAT base, with the reason printed: Czechia, Slovakia, Poland, Hungary, Austria, Luxembourg, Portugal, Croatia, Slovenia and the Netherlands. Under the line the reason appears in small italic text with the reference to the national law; in the PDF it is printed under the line description and in the «Not part of the taxable amount» row of the VAT recap. In the Netherlands the tax stays outside the base even when the property owes it, provided it is calculated per night and shown on a separate line (Hoge Raad, 1985).
• You must choose: Germany (Kurtaxe or City-Tax), France (taxe de séjour au réel or forfaitaire) and Romania, where it depends on the municipality or the regime. Until you choose, issuing an invoice for a booking with the tax shows the card «How is the tourist tax treated for VAT?» with two buttons, «Outside the VAT base (collected on behalf of the authority)» and «In the VAT base (accommodation rate)», and «Issue» stays disabled; the server refuses too. The choice is saved in the settings and the lines reload: with «Outside the VAT base (collected on behalf of the authority)» the reason with the country's legal reference is printed, with «In the VAT base (accommodation rate)» the line takes the accommodation rate.
• In other countries the line stays excluded from the taxable amount, without a reason; if the property owes the tax, choose «In the VAT base (accommodation rate)». In Greece the climate resilience fee is never on the invoice: it goes on the separate special receipt («ειδικό στοιχείο»), which you issue through your myDATA provider quoting the invoice number and date; Vezpa does not issue it and leaves the line off the invoice.

The tourist tax line shows units × rate — for example 14 × 2.00 — when all taxed units (nights per person or per room) share the same rate; with different rates it stays 1 × total. Catalonia requires nights and rate on the invoice, and in the Netherlands the per-night calculation is what keeps the tax outside the base. When in doubt, ask your accountant: the choice applies to the invoices you issue from then on. If you are not VAT registered nothing changes: the menu does not appear, the line comes out untaxed and the exemption note at the bottom covers the whole document.

The same issuing action sits on a Wellness booking. The flow is identical — customer type, details, «Issue», PDF — but the invoice comes out with one single line, titled Wellness, carrying the total of the bill: the individual items are not itemised.

The payment block is printed only if you have filled in at least one of the IBAN and the Czech account number. If both are empty, the invoice comes out with no bank details at all.

Which number serves as the variabilní symbol depends on the format. With «Prefix + number / year (e.g. 54/2026)», or with a prefix containing letters, it is a separate counter, unique to the property and never reused, which does not match the invoice number. With «Prefix + year + 4-digit number (e.g. 20260054)» and a number made of digits only (10 at most), the VS is the invoice number itself — invoice 20260054, VS 20260054, in the QR code too — as in Czech accounting systems: whoever pays finds the invoice on their statement without a second number.

The «Pay online» line

If you take card payments with Stripe, the PDF also carries a line with an address: the customer opens it and pays by card, with no bank transfer. It replaces neither the IBAN nor the QR code, and it is printed even when you have no bank details at all — whoever takes cards only is not left without a route.

The address is short — the property's public domain followed by /f/ and a 16-character code, printed without https:// — and the whole line is the link. In the PDF preview inside the app links cannot be tapped; in the PDF you send the customer, opened in any PDF reader, the line is clickable.

On the «Invoicing» page the icon at the top opens the «Issued invoices» list, which holds accommodation and Wellness together. Each row carries number, date, amount and state.

The shortest route is from the «Dashboard»: the «Accounting» tile, next to POS, opens «Issued invoices» directly.

At the top of the list there is «Search» («Number, customer, ID no. or guest»): it searches the number, the customer name, the customer's company or VAT ID and the booking's guest name. Below it, the state filters — «All», «Issued», «Paid», «Cancelled» — and, when the invoices span more than one year, the year menu with «All years». In the top bar, «Sort by» offers «Newest first», «Oldest first», «Number: highest first», «Number: lowest first», «Amount: highest first», «Amount: lowest first», «Customer (A–Z)»; the default is «Newest first». The list loads 50 invoices at a time: at the bottom, «Load more» brings the next ones.

Under the customer's name, «Sent on …» shows the last time the invoice went out by email. If the line is missing, the invoice has not been sent yet.

Reopening the PDF

Tap «Open PDF»: the stored document is shown again exactly as it was at the moment of issue, it is not regenerated. The exception is a handful of very old invoices, issued before the PDF was stored at all: those are rebuilt with today's print layout.

Sending the invoice by email

The «Send invoice» button sits in the bar of the PDF preview, both right after issuing and when you reopen an invoice from the list, and the entry is still in the row menu too. It opens the send sheet, email only: «Recipient address» can be edited and starts with the customer email written on the invoice, or failing that the guest's. Vezpa checks that it is a valid address and really sends it there, with the stored PDF attached.

You write the email text in «Invoice email text», in the invoicing settings: pick the «Language of the text», then «Subject» and «Text». The empty field shows the default text, which applies until you write your own, and you can use {ospite_nome}, {struttura_nome}, {numero_fattura}; «Restore the default text» goes back to the default. The email goes out in the guest's language, and the signature is the property name the guest knows, not your legal name.

Sending it to the customer

From the row menu, «Send invoice» sends it by e-mail, with the stored PDF attached rather than a fresh copy. E-mail is the only channel: a document does not fit inside a WhatsApp message. On a cancelled invoice the entry is not even offered.

Cancelling

1. Open the invoice from the list and choose «Cancel invoice»
2. Confirm: the invoice moves to the «Cancelled» state
3. The number stays reserved and is not reassigned

• There is no «Invoicing» entry in Configuration. Either your role is neither «Manager» nor «Assistant», or your property's country is not one of the 21 covered. If it is Italy, the right feature is electronic invoicing.
• From a booking the app says invoicing is not active. The «Enable invoicing» switch is off: turn it on in the settings. The notice itself shows the way: «Configuration» → «Invoicing».
• Issuing is refused and talks about missing details. Legal name or address are missing, or the tax identifier if you are in Czechia, or the VAT number if you turned «VAT payer» on. The message lists which: no number has been consumed.
• Issuing is refused and talks about the wording. You are not VAT registered and the Exemption note field is empty. Fill it in: outside Czechia Vezpa does not write that sentence for you.
• The «Load from ARES» button does not appear. Neither the customer nor your property is Czech, or the customer type is still «Private». Type the details by hand: issuing works exactly the same.
• The invoice comes out with no bank details. IBAN and account number are both empty. Filling in one of them is enough.
• There is no QR code on my invoice. The QR Platba exists only for properties registered in Czechia. Elsewhere the line with the bank details is all the document carries.
• I corrected my details but the old invoice is unchanged. That is deliberate: supplier details are frozen onto the issued document. The correction applies to the invoices that follow.
• «Issue» stays disabled. The total of the lines is zero: enter the amount in a line. Bookings from iCal calendars arrive without a price.
• Tapping «Issue» opens «Complete your supplier details». Your own details are missing — those of whoever issues the invoice, not those of the customer you have just filled in. Tap «Open invoicing settings», complete them and issue again: no number has been used.
• In Czechia the settings will not save because of the IČO or the DIČ. The IČO is 8 digits without CZ, with a check digit; the DIČ is CZ plus 8–10 digits, even if you are not VAT registered. Check that you have not swapped them.