Helpful tips for sending your invoices with PDF-2-FLOW

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Here are a few tips to make sure your PDF invoice arrives safely at your customer:

1. Double-check the minimum billing requirements.

2. Make sure you've completed all the steps your customer requires before sending an invoice, such as business registration (aka onboarding). Read more about that here.

3. Add clear data labels. For example, if you include a purchase order number (PO number) on the invoice, the label should be something understandable like "purchase order number" or "PO number" so that the information is easy to identify, such as "Purchase order number: IO7654321".

4. Make sure there is information on the invoice that identifies the customer. In addition to the company name and address details, be sure to include a Chamber of Commerce and VAT number and, if you send invoices to a government customer, an OIN. Provide this data with a clear and understandable label, such as "Chamber of Commerce: 12345678" or "OIN: 00000001234567890000".

5. Specify at the line level which tax category applies to that particular line, but do not perform a line-level tax calculation. Specify the price excluding VAT, possibly with several decimal places. The European e-invoice works with VAT at invoice level. The VAT calculation is therefore only done on the total amount excluding VAT and the rounding of the VAT to two decimal places is only done at invoice level.

6. Provide a clear invoice description and/or internal or customer reference on the invoice. For example: "Concerns: Delivery of 17 Flowers for Customer X" or "Customer Reference: 12345"

7. Follow your customer's guidelines. Always state a clearly labeled purchase order number or a route code/cost center if the customer uses this, otherwise the invoice may be rejected. For example, the Dutch government is very strict about this.

8. Always state at least one of your e-mail addresses on the invoice, especially if you send invoices to the national government in the Netherlands, because this is mandatory in that case. If there is no contact email address on the invoice, it will not be accepted.

9. View our sample invoice here.