Billing Settings

The Billing Settings tab manages invoice and statement configuration, including numbering schemes, defaults, template design, and accounting software integrations.

Invoice Line Deduplication

Control how Borderbolt handles duplicate billable items when creating invoice lines.

Deduplication Modes

Allow Duplicates (Default)

Always creates a new invoice line, even if an identical billable item already exists on the invoice.

When to Use:

• You want complete transparency of all charged items
• You bill by individual declaration or service
• You need detailed line-by-line audit trails

Example:

Invoice #2025-001
- Declaration H1 (24NL001) - €50.00
- Declaration H1 (24NL002) - €50.00
- Declaration H1 (24NL003) - €50.00
Total: €150.00

Update Quantity

Updates the quantity on an existing unlocked invoice line instead of creating a duplicate.

When to Use:

• You bill by item type rather than individual instances
• You want cleaner, consolidated invoices
• Quantity-based billing is more meaningful than line-by-line

Requirements:

• Only updates unlocked lines (locked lines are never modified)
• Matches on billable item type and price
• Increments quantity and recalculates total

Example:

Invoice #2025-001 (before)
- Declaration H1 Processing - €50.00 × 2 = €100.00

(New H1 declaration processed, deduplication mode: update_quantity)

Invoice #2025-001 (after)
- Declaration H1 Processing - €50.00 × 3 = €150.00

Skip

Skips creating a new line if an unlocked line for the same billable item already exists.

When to Use:

• You charge flat fees regardless of quantity
• You want to prevent accidental duplicate charges
• You bill by service period rather than per-item

Requirements:

• Only checks unlocked lines
• Matches on billable item type and price
• No line is added, no quantity updated

Example:

Invoice #2025-001
- Monthly Platform Fee - €200.00

(Duplicate monthly fee billable item created, deduplication mode: skip)

Invoice #2025-001 (unchanged)
- Monthly Platform Fee - €200.00

Customer Invoice Settings

Configure per-customer email settings for automated invoice delivery.

Invoice Email

Each customer can have a dedicated email address for receiving invoices.

Configuration:

• Navigate to Customers → Edit → Invoicing section
• Enter email address in “Invoice Email” field
• Saves automatically on blur

Usage:

• This is the default recipient when using the “Send Email” feature for invoices
• Required for auto-send functionality to work
• If not configured, invoices must be sent manually or email must be entered each time

Best Practice: Always configure invoice email during customer setup to streamline invoice delivery.

Auto-Send on Finalize

Automatically email invoices to customers when they are finalized.

How It Works:

1. Enable Auto-Send Invoices toggle for the customer (in Customers → Edit → Invoicing)
2. Configure the customer’s Invoice Email address (required)
3. When an invoice for this customer is finalized, the system automatically:
   • Generates the invoice PDF
   • Sends it to the configured invoice email
   • Logs the send action

Requirements:

• Customer must have Invoice Email configured
• Customer must have Auto-Send Invoices enabled
• Invoice must be finalized (not draft)

When to Use:

• High-volume customers with regular invoicing cadence
• Customers who require immediate invoice delivery
• Automated workflows where manual sending is inefficient

Rate Card Frequency Settings

Rate cards support flexible billing cycles to match different customer agreements and service types.

Invoice Frequency

Configure when invoices are generated based on dossier completion.

Available Frequencies:

Immediate

Invoices are generated as soon as the dossier is completed or marked ready to invoice.

When to Use:

• Per-declaration billing
• Fast-turnaround services
• Customers requiring immediate invoicing

Delayed

Invoices are generated after a configured number of days following dossier completion.

When to Use:

• Consolidation periods for multiple services
• Grace periods before billing
• Batch processing requirements

Configuration:

• Set Delayed Frequency Days (0-90 days)
• Default: 0 days (same as immediate)
• Example: 7 days = invoice generated one week after dossier completion

Weekly

Invoices are generated once per week on a configured day.

When to Use:

• Weekly billing cycles
• Customers who prefer weekly statements
• Regular service intervals

Configuration:

• Select day of week (Monday-Sunday)
• Configure invoice run time (e.g., 08:00)

Monthly

Invoices are generated once per month on a configured day.

When to Use:

• Monthly billing agreements
• Subscription-style services
• Standard accounting periods

Configuration:

• Select day of month (1-28, to avoid month-end issues)
• Configure invoice run time (e.g., 08:00)

Delayed Frequency Days

Number of days to wait after dossier completion before generating the invoice.

Configuration:

• Only visible when frequency is set to “Delayed”
• Range: 0-90 days
• Input type: Number

Example:

• Delayed frequency days: 14
• Dossier completed: January 1
• Invoice generated: January 15 (at configured run time)

Invoice Run Time

Time of day when the periodic invoice generation process runs for this rate card.

Configuration:

• Only visible for Delayed, Weekly, and Monthly frequencies
• Format: 24-hour time (e.g., 08:00, 14:30, 23:00)

How It Works:

• The system runs periodic invoice generation at regular intervals
• For each rate card, it checks if the current time matches the configured run time
• If conditions are met (day of week/month, time), invoices are generated
• Ensures predictable invoice generation timing

Best Practice: Schedule run times during off-peak hours to minimize system load (e.g., early morning like 06:00 or 07:00).

Invoice Settings

Invoice Numbering

Configure how invoice numbers are generated.

Number Prefix:

• Prefix for all invoice numbers (e.g., INV-, 2025-, BB-)
• Can include year, customer codes, or identifiers
• Appears before the sequential number

Next Invoice Number:

• The next sequential number to be assigned
• Auto-increments with each invoice
• Can be manually adjusted (use caution)

Example Formats:

• Prefix: INV-2025-, Next: 1 → INV-2025-00001
• Prefix: “, Next: 1000 → 1000
• Prefix: BB-, Next: 1 → BB-00001

Invoice Defaults

Default values applied to new invoices.

Payment Days:

• Default payment term in days (e.g., 14, 30, 60)
• Applied to invoice due date calculation
• Due Date = Invoice Date + Payment Days

Currency:

• Default currency for invoices (e.g., EUR, USD, GBP)
• Applies to all line items and totals
• Can be overridden per invoice

VAT Rate:

• Default VAT/tax rate as a percentage (e.g., 21 for 21% VAT)
• Applied to taxable line items
• Can be overridden per invoice or line

Statement Settings

Statements are periodic summaries of outstanding invoices sent to customers.

Statement Numbering

Configure statement number generation.

Number Prefix:

• Prefix for all statement numbers (e.g., STMT-, S-)
• Helps distinguish statements from invoices
• Appears before the sequential number

Next Statement Number:

• The next sequential number to be assigned
• Auto-increments with each statement
• Independent from invoice numbering

Example Formats:

• Prefix: STMT-, Next: 1 → STMT-00001
• Prefix: S-2025-, Next: 1 → S-2025-00001

Template Designer

Invoice Template

Customize the appearance of invoice PDFs.

Available Customizations:

• Header and footer content
• Company logo placement
• Color scheme
• Font selection
• Line item columns and order
• Subtotal, VAT, and total formatting
• Payment information placement
• Terms and conditions

How to Use:

1. Click “Edit Invoice Template”
2. Use the visual editor to modify layout
3. Preview changes in real-time
4. Save template when satisfied

Statement Template

Customize the appearance of statement PDFs.

Available Customizations:

• Statement header design
• Outstanding invoice table layout
• Aging buckets (current, 30 days, 60 days, 90+ days)
• Payment history summary
• Contact information
• Branding elements

Best Practice: Maintain consistent branding between invoice and statement templates for professional appearance.

Accounting Integration

Borderbolt supports integration with popular accounting software to automatically sync invoices and customers.

Supported Platforms

AFAS

Integration with AFAS Profit for automated invoice and customer sync.

Configuration:

• AFAS Environment URL
• AFAS Token (encrypted at rest)
• Connector names for invoices and customers
• Field mappings

Features:

• Automatic invoice export when finalized
• Customer master data sync
• Real-time or scheduled sync
• Error logging and retry

e-Boekhouden

Integration with e-Boekhouden.nl for Dutch accounting.

Configuration:

• Username
• Security Code 1
• Security Code 2 (encrypted at rest)

Features:

• Invoice export
• Customer synchronization
• VAT code mapping
• GL account assignment

Snelstart

Integration with Snelstart accounting software.

Configuration:

• Client Key
• Subscription Key (encrypted at rest)

Features:

• Real-time invoice sync
• Customer data export
• Payment matching
• Multi-administration support

WeFact

Integration with WeFact invoicing and accounting platform.

Configuration:

• API Key (Beveiligingscode): Required. Found in WeFact under Settings > API.
• API URL: Optional. Defaults to https://api.mijnwefact.nl/v2/. Only change for self-hosted WeFact instances.

Prerequisites:

• WeFact account with API access enabled
• Server IP address whitelisted in WeFact (Settings > API > IP Whitelisting)

Features:

• Automatic invoice export when finalized
• Customer (debtor) synchronization
• Invoice numbering managed by WeFact

Integration Setup

1. Navigate to Settings → Billing Settings
2. Scroll to “Accounting Integration”
3. Select your accounting platform
4. Enter API credentials (encrypted automatically)
5. Configure field mappings
6. Test connection
7. Enable automatic sync

Auto-Sync on Finalize

When enabled, invoices are automatically synced to your accounting system as soon as they are finalized.

How It Works:

1. Enable Auto-Sync in the accounting integration settings
2. Finalize an invoice
3. The system automatically sends the invoice to your accounting platform in the background
4. On success: the invoice status updates to Synced and the external ID is recorded
5. On failure: the error is logged and can be retried manually

Requirements:

• An active accounting integration must be configured and tested
• Auto-Sync must be enabled in the integration settings
• The invoice must be finalized (drafts are never synced)

Retry Logic: If a sync attempt fails, the system retries up to 3 times with a 60-second delay between attempts. If all retries fail, the error is recorded and the invoice can be synced manually.

Best Practices

Invoice Numbering

• Use consistent prefixes across fiscal years for audit trails
• Include year in prefix for easy filtering (e.g., INV-2025-)
• Never reuse invoice numbers - gaps are acceptable and common
• Document any manual changes to numbering sequences

Deduplication Strategy

Choose Based on Billing Model:

Template Design

• Keep templates clean and professional
• Include all legally required information (company details, VAT number, etc.)
• Test templates with sample data before finalizing
• Maintain separate designs for invoices vs. statements
• Ensure templates are readable when printed or viewed digitally

Accounting Integration

• Test integrations thoroughly in a sandbox/test environment first
• Schedule syncs during off-peak hours to minimize impact
• Monitor error logs regularly for failed syncs
• Maintain backup exports of invoice data
• Document field mapping decisions for future reference

Updating Settings

1. Navigate to Settings → Billing Settings
2. Update the desired fields
3. Changes save automatically on blur
4. For templates, use “Save Template” button
5. For integrations, use “Test Connection” before enabling sync

Invoice Runs

Invoice Runs provide visibility into automated and manual invoice generation jobs. This section is accessible at Settings > Invoice Runs.

Required permission: settings.view + invoicing.settings

Viewing Run History

The Invoice Runs page shows a paginated log of all invoice generation runs with:

You can filter runs by frequency and status using the dropdowns at the top of the page.

Manual Invoice Runs

When a scheduled invoice run fails or you need to generate invoices outside the normal schedule, you can trigger a manual run.

Required permission: invoicing.settings

1. Navigate to Settings > Invoice Runs
2. Click the Run Now button in the page header
3. Select the frequency to run: Delayed, Daily, Weekly, or Monthly
4. Confirm in the dialog that appears
5. The job is queued and will appear in the run history

Retrying Failed Runs

If a run shows a failed status:

1. Expand the failed run row to see the error message and customer-level results
2. Click the Retry button next to the error message
3. Confirm the retry — this triggers the same frequency again
4. A new run entry will appear in the log

Permissions

Billing settings require specific permissions. The table below shows which permissions control which functions and which roles have them by default.

Billing Settings Permissions

Permission Details by Function

Invoice Settings & Numbering

Editing invoice number prefix, next number, payment days, currency, VAT rate, and deduplication mode requires invoicing.settings. This is an admin-only permission by default.

Template Designer

The visual template editor for invoice and statement PDFs requires invoicing.designer. This is an admin-only permission.

Accounting Integration

Configuring AFAS, e-Boekhouden, or Snelstart connections requires invoicing.accounting. This is available to Admin, Manager, and Customs Manager roles.

Invoice Runs (Manual Trigger)

Viewing and triggering manual invoice runs requires both settings.view (to access the Settings page) and invoicing.settings (to trigger runs). This is admin-only by default.

Customer Invoice Configuration

Editing per-customer invoice email and auto-send settings is part of customer management and requires customers.edit.

Roles Without Billing Access

The following roles have no billing settings permissions by default:

• Junior Declarant — no invoicing permissions
• Data Entry — no invoicing permissions
• User (basic) — no invoicing permissions

Related Documentation

• Invoicing User Guide - Complete guide to invoicing features, rate cards, billing automation
• Company Settings - Set company details for invoices
• VAT Reverse Charge - Configure FR7/BTW Verlegging
• Customers - Manage customer billing information

Troubleshooting

Invoice Numbers Skip or Have Gaps

Problem: Invoice numbers are not sequential (e.g., 001, 002, 005).

Solution: This is normal and acceptable. Gaps can occur due to:

• Deleted draft invoices
• Failed invoice creation attempts
• Manual number adjustments
• System errors during creation

Accounting standards allow gaps in numbering. Never reuse invoice numbers.

Accounting Integration Sync Failures

Problem: Invoices not appearing in accounting software.

Solutions:

• Verify API credentials are correct and active
• Check integration is enabled in settings
• Review error logs for specific sync failures
• Ensure invoice is finalized (drafts don’t sync)
• Verify accounting software is accessible (not down)
• Test connection using “Test Connection” button

Deduplication Not Working

Problem: Lines still duplicating despite mode setting.

Solutions:

• Verify invoice lines are unlocked (finalized invoices can’t be modified)
• Check billable item matches exactly (type and price)
• Ensure deduplication mode is saved correctly
• Review the invoice line creation log for issues
• Confirm mode is appropriate for use case

Template Changes Not Appearing

Problem: Updated invoice template not reflected in PDFs.

Solutions:

• Clear browser cache and reload
• Regenerate PDF after template save
• Check template is saved (not just previewed)
• Verify correct template is selected (invoice vs. statement)
• Review for template syntax errors in custom HTML

Manual Invoice Run Not Appearing

Problem: Clicked “Run Now” but no new run appears in the log.

Solutions:

• The run is processed in the background — refresh the page after a few seconds
• If it still does not appear, contact your system administrator to check background processing
• Verify you have both settings.view and invoicing.settings permissions

Invoice Run Shows “Failed” Status

Problem: A scheduled or manual invoice run completed with errors.

Solutions:

• Expand the failed run row to see the error message and per-customer results
• Check if specific customers failed (partial failures are possible — other customers may have succeeded)
• Review rate card configuration for the failing customers
• Use the “Retry” button to re-run after fixing the underlying issue
• Contact your system administrator if the issue persists