AP & AR
Invoicing
Customer invoices are issued against your contracts or rate card with the correct VAT treatment applied, whether domestic, intra-EU reverse charge or the One Stop Shop scheme for cross-border consumer sales, and recurring billing runs on schedule for subscription and retainer customers across member states.
Aged receivables
Illustrative client · August 2026
EUR
| Customer | Current | 1-30 | 61+ | |
|---|---|---|---|---|
| Customer A | 18,400 | - | - | - |
| Customer B | 9,250 | 4,100 | - | - |
| Customer C | - | 6,780 | 2,200 | - |
| Customer D | 12,600 | - | - | - |
| Customer E | - | - | - | 1,450 |
| Total | 40,250 | 10,880 | 2,200 | 1,450 |
Illustrative. An example of the document, not a client's figures.
An invoice built on the right VAT treatment
An invoice inside the EU is not just a bill. Which VAT applies depends on where your customer sits, whether they are a business or a consumer, and how much you have sold across borders. A business customer in another member state usually gets the reverse charge. A consumer, once your total cross-border sales pass EUR 10,000 in a calendar year, generally falls under the One Stop Shop scheme rather than your home country's domestic rate. We draft each invoice against your contract, sales order or rate card and apply the VAT treatment configured for that customer and country.
Recurring billing across member states
For subscription and retainer customers, invoices are scheduled to go out on the same date every cycle inside Xero, QuickBooks Online, Sage or SAP Business One, whichever you run. Price changes, mid-cycle proration and cancellations are handled as they come up, and the VAT rate applied is re-checked against the customer's country rather than left as a fixed default.
What is coming under ViDA
The EU's VAT in the Digital Age reforms bring mandatory structured e-invoicing for cross-border intra-EU business sales from 1 July 2030. We are building invoicing workflows now so the move to structured e-invoicing is a software change, not a process rebuild, when the deadline arrives.
Who signs off the VAT return
We draft and send the invoice. Deciding your VAT registration position, or filing the return behind it, sits with your own registration or a registered local partner, not with Finbryn. See pricing or contact us to talk through your customer countries.
Questions
Frequently asked questions: Invoicing
How do you know which VAT rate to put on an invoice?
The rate follows the customer's country and business or consumer status, and whether your cross-border sales sit above or below the EUR 10,000 One Stop Shop threshold. We apply the treatment your registration or local partner has confirmed.
Do you support recurring billing for retainer customers in different countries?
Yes, scheduled inside Xero, QuickBooks Online, Sage or SAP Business One, with the VAT treatment checked against each customer's country on every cycle.
Are you ready for the EU's move to structured e-invoicing?
The mandatory cross-border e-invoicing requirement under ViDA takes effect 1 July 2030. We are setting up invoicing workflows now that will carry over to structured e-invoicing when it applies to you.
Does Finbryn file our VAT return once invoices go out?
No. We prepare and send the invoices. The VAT return is filed through your own registration or by a registered local partner.
Can you set up milestone billing for a project-based client?
Yes, milestone schedules are built into the invoicing platform against your contract terms, so each invoice fires when a milestone is marked complete rather than on a fixed date that may not match when the work was actually delivered.
Can you invoice directly from our CRM or billing system?
In most cases yes, where the tool connects to QuickBooks Online or Xero. Tell us your stack during onboarding and we will confirm the exact setup.
Who decides pricing and discounts on an invoice?
You do. We invoice against the contract, rate card or sales order you give us and flag anything that looks inconsistent with it.
How do we get started with invoicing?
Getting started with invoicing begins with a short review of your current records and software access. Once that is done we confirm scope and timing in writing, and ongoing work begins on the schedule agreed with you.
What if our records for invoicing are not up to date?
If your records are behind, we scope a catch-up first so invoicing starts from a clean, reconciled base. That catch-up is priced and timed separately from the ongoing engagement, so you always know what each part costs.
Related services
- AP & ARCollectionsOverdue invoices are followed up on a set cadence, with reminders sent and calls logged, so slow-paying customers get consistent attention without you having to chase them yourself.
- AP & ARAged receivables reportAn aged receivables report is prepared each month, showing what customers owe and how overdue it is, so you can see collection risk before it becomes a cash problem.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.