Invoicing

Our AI analyzes your historical invoices, payment terms, customer payment behavior, and accounting categories. It learns your naming conventions, tax rules, and billing cycles to automate invoice creation accurately.

Always. AI creates draft invoices that require your approval before sending. You can set confidence thresholds—high-confidence invoices can auto-send while edge cases queue for review.

Financial data security is paramount. AI processing happens in isolated, encrypted environments. Your data never trains shared models, and we maintain SOC 2 compliance with full audit trails for all AI-assisted actions.

Invoices in Germany must contain mandatory information according to §14 UStG: (1) Full name and address of service provider. (2) Full name and address of service recipient. (3) Tax number or VAT ID. (4) Invoice date. (5) Consecutive, unique invoice number. (6) Quantity and type of service. (7) Date of delivery/service. (8) Remuneration and tax amount or reference to tax exemption. (9) Reference to retention obligation for construction services. Additionally: for reverse-charge procedure (B2B EU): reference "tax liability of service recipient". Small businesses (§19 UStG): reference "no tax shown due to small business regulation". E-invoices: from 2025, B2B invoices must be able to be sent in structured format (XRechnung, ZUGFeRD). Software requirement: GoBD-compliant (immutable archiving for 10 years). Non-compliance leads to: non-deductibility of input tax for customer, fines during audits.

Recurring billing is essential for subscription businesses. Setup: (1) Template definition: create invoice templates with fixed line items (e.g., "Monthly SEO retainer – monthly flat fee"). (2) Billing schedule: define intervals (monthly, quarterly, annually) and start date. (3) Automatic generation: system creates invoices automatically on billing date. (4) Auto-send: invoices are sent via email (optional: only after manual review). (5) Payment collection: with payment provider integration (Stripe, GoCardless): automatic collection via SEPA/credit card. On failure: retry logic (3 attempts) and automatic notification. Advanced: (1) Proration: for mid-cycle changes (upgrade, downgrade) proportional calculation. (2) Usage-based billing: combination of flat fee + variable component (e.g., API calls). (3) Multi-currency: billing in customer currency with exchange rate snapshot on billing date. Tools: Stripe Billing, Chargebee, or custom integration. Important: transparent communication – customers should receive advance notice 3-5 days before debit.

Embedded payments noticeably accelerate payment receipts. Implementation: (1) Payment provider selection: Stripe (international, developer-friendly), Mollie (EU-focus, local methods), PayPal (high adoption, but higher fees). (2) Payment link generation: each invoice gets unique payment link. Customer clicks, chooses payment method, pays – status is automatically updated in your system. (3) Payment methods: offer at least 3 options – credit card (Visa, Mastercard), SEPA direct debit (for B2B), PayPal (consumer). Optional: Klarna, Apple/Google Pay. (4) Security: PCI-DSS compliance via provider (you never store card data), 3D-Secure for EU transactions. (5) Reconciliation: automatic matching of payment receipts with open invoices via reference ID. (6) Fees: typically 1.5-2.9% plus a small fixed fee per transaction – calculate these in or pass them on (surcharging, regulated). Technical setup: REST API of provider, webhook for payment status updates. B2B consideration: many B2B customers prefer classic bank transfer – don't force online payment, offer it as option.