With e-invoicing, Avaza sends an invoice as structured data over an e-invoicing network. Avaza uses the Peppol network and DBNAlliance (DBNA), which is the matching network in the United States. The invoice arrives in your customer's own invoicing or accounting system, not in an email inbox.

This guide shows how to register your business and which settings to check. Then it shows how to send an e-invoice and track it.

Supported countries

Avaza supports e-invoicing for businesses in these countries:

  • Australia
  • Austria
  • Belgium
  • Denmark
  • France
  • Germany
  • Iceland
  • Ireland
  • Luxembourg
  • the Netherlands
  • New Zealand
  • Norway
  • Sweden
  • the United Kingdom

If you need e-invoicing in another country, ask the support team at support@avaza.com before you apply. Some countries require extensions to the standard e-invoice format. Avaza hasn't added these extensions yet.

Get your business registered

  1. Go to Settings › Invoice & Bill Settings and scroll down to e-Invoicing.

  2. Click E-Invoicing Registration Form and fill it in. This starts the Know Your Customer (KYC) check of your business.

  3. The Avaza team contacts you if they need more information. When the check is complete, they register your business and switch on e-invoicing. You then get an email.

After that, the e-Invoicing section shows your Registration Details and your Registration Address. It also shows your EInvoicing Legal/Tax Identifiers and the network that each identifier is registered on.

The e-Invoicing section of Settings › Invoice & Bill Settings, with the Registration Details (registration ID and business name), the Registration Address and an AU:ABN identifier registered on Peppol

Set up your account

Check these settings before your first e-invoice. Only Administrators and Finance Managers can change them. They are also the only people who can send e-invoices.

  • Your address. In Settings › Invoice & Bill Settings, check that the Default Invoice/Billing Address is your registered business address. Also check that the Country is right. This address is the sender address on every e-invoice.
  • Tax categories. Every tax on an e-invoice needs an e-invoice category, such as standard, zero-rated or exempt. Go to Settings › Tax, click each tax and choose its E-Invoice Category. The field appears after e-invoicing is switched on. See setting up tax.
The Tax Details popup for a 21% Standard tax, with its E-Invoice Category set to standard (percentages country dependent)
  • Payment details. Some countries require payment details in the e-invoice. You can include your bank details or other payment instructions, such as a bank transfer or BPAY. Go to Settings › Invoice & Bill Settings and click Add Payment Instruction under Payment Instructions. Then edit your invoice template and switch the instruction on in the template's Payment Instructions tab. Each e-invoice includes the instructions that are switched on in the invoice's template.

Set up each customer

Every customer you e-invoice needs an address and at least one e-invoicing identifier.

  1. Go to Contacts, open the Companies tab and click the customer. The customer's Details tab opens.

  2. Under Company Information, click Edit. Fill in the Billing Address: enter at least the Address Line, City / Suburb and Zip / Postcode, and choose the Country. Then click Save changes.

  3. Under E-Invoicing, click Edit (or Set identifier). Enter the customer's identifiers and click Save changes. Which identifiers you can enter depends on the customer's billing country. Examples are a VAT number, an Australian ABN or a German Leitweg-ID. Fill in the identifiers that apply to this customer and leave the others empty. The section counts every empty identifier as missing. But Avaza needs only one identifier to send an e-invoice.

    A customer's Details tab with Financial Details, including Require Purchase Order Numbers when sending Invoices, and below it the E-Invoicing section: a France VAT number filled in, Set identifier links for the other two identifiers and a 2 identifiers missing badge

  4. Some customers need a purchase order number on every invoice, for example some government bodies. For such a customer, click Edit under Financial Details and tick Require Purchase Order Numbers when sending Invoices. Avaza then won't send this customer an e-invoice without a PO number.

Send an e-invoice

  1. Create the invoice as usual and choose a Customer Contact. If the customer needs a purchase order number, enter the Purchase Order #. See getting started with invoices.

  2. Open the invoice and click Send e-Invoice.

    An invoice for French Bakery with a Customer Contact filled in and the Send e-Invoice button enabled next to Send via Email, Edit, Actions, PDF and Web View

  3. In the Send E-Invoice popup, check Send as and the Customer's eInvoice Identifiers. You can also choose Fallback Recipients. Then click Send.

    The Send E-Invoice popup, with the Send as person, the customer's France VAT number under Customer's eInvoice Identifiers, one Fallback Recipient, and the Send and Cancel buttons

  4. The invoice status changes to Sending. When the network confirms delivery, it changes to Sent.

Avaza attaches a PDF copy of the invoice to the e-invoice. It also includes the PO number, if there is one.

If the Send e-Invoice button is greyed out, hover over it to see what's missing. Avaza checks that:

  • the invoice has a Customer Contact;
  • the customer has e-invoicing identifiers;
  • the invoice has a purchase order number, if the customer requires one;
  • the customer's address has an address line, city and postcode;
  • every tax on the invoice has an E-Invoice Category.
An invoice for Fernleaf Media with the Send e-Invoice button greyed out next to Send via Email, Edit, Actions, PDF and Web View; its Customer Contact is empty

Track delivery

The invoice's Activity History records each step. First it shows E-Invoice submitted for Sending. Then it shows E-Invoice status updated to: with the status that the network reports. To see the network's record, click View E-Invoice Delivery Evidence under an update. The record includes the network, the sender, the receiver and any delivery documents.

An invoice's Activity History, newest first: E-Invoice status updated to: succeeded with the View E-Invoice Delivery Evidence link, then E-Invoice submitted for Sending, then Invoice Created

While an invoice is Sending, you can't edit it or send it again. To see all invoices that are still being sent, choose Sending in the status filter on the Invoices page.

If the network can't deliver the invoice, the invoice goes back to Draft. Check the customer's identifiers and details, then send the invoice again. If sending still fails, contact support@avaza.com and give the invoice number.

When your customer pays, record the payment with Record Payment on the invoice, as for any other invoice. See getting started with invoices.