What is an invoice?
An invoice is the record of a transaction made between you and your end customer, containing details of the transaction and the VAT breakdowns.
FareHarbor EU Government Invoicing
Some European government agencies require businesses to report the amount of Value Added Tax (VAT) collected from their customers for goods or services rendered. Information on payments made through FareHarbor is sent from a you to the government taxation authority through a third-party vendor. FareHarbor supports government invoicing for companies located in Italy or Portugal, and it is expected that more countries will be added in the future.
Each country has its own taxation authority. Use the following links to learn more about Italy’s and Portugal’s invoicing rules and regulations:
Read more about the EU VAT invoicing requirements on the EU Taxation website.
Setting Up Government Invoicing in FareHarbor
In order to enable government invoicing for you, FareHarbor requires some information that you can obtain from your third-party vendor:
- Your account API Key and API UID from Fatture in Cloud. If you don’t already have an account with Fatture in Cloud, you can create one on their website.
- You can find your API Key and API UID on the Fatture in Cloud website here. FareHarbor will ask for this information during the setup process.
- Your Account name and API Key. If you don’t already have an account with InvoiceXpress, you can create one on their website.
- You can find your API Key in the Settings section of your InvoiceXpress account. FareHarbor will ask for this information during the setup process.
This section describes the following:
When are invoices generated?
The payment method used by a customer determines when the invoice will be generated. See here for information on payment types. Invoices are generated after payment is made, according to the following scenarios:
|Booking payment status
||Invoice generated (Y/N)?
|Paid in full
|Paid then booking cancelled
||A credit note is issued, followed by an invoice for the total payment
|Paid then booking rebooked
||A credit note is issued, followed by an invoice for the new booking
|Paid then refunded (complete or partial)
Payment is considered complete when one of the following payment methods is used:
- Cash payment: The time at which actual cash transfer is recorded in FareHarbor.
- Electronic Payments (Credit Card, iDEAL or Sofort).
- Invoicing information is sent from FareHarbor to the respective third-party vendor once every 24 hours.
- An invoice cannot be modified once it is submitted to the government.
- In case a booking linked to a submitted invoice is modified, the invoice needs to be nullified using a credit note, followed by the issuance of a new invoice for the modified booking.
Standard invoice fields
The following are the required fields that must be included on all invoices. FareHarbor provides the corresponding information to the third-party vendor.
Company Contact Information:
- Address Line 1
- Address Line 2
- Email address
- Phone number
- Invoice Number
- Booking Number
- Date of Invoice
- Date of Delivery
- VAT rate applied per item
- Price inclusive VAT
- Total Amount Ex-VAT
- VAT value per VAT rate
- Additional Amounts (if any)
- Total Amount
In order to be able to view invoices, the correct user permissions must be set in FareHarbor.
You can view an invoice generated from a booking from the Booking Overview.
Once invoices have been created from a booking, a new section on the booking overview called Government invoice is added. This section includes links to any invoices (or credit notes, if applicable) generated for that booking:
When you click on the invoice or credit note in the booking overview, it opens in a separate tab in your browser. You can also use your login credentials on your invoicing vendor’s website.
Frequently Asked Questions
For answers to frequently asked questions on the EU government invoicing feature in FareHarbor, see this help doc.