Invoices

Configure how booked invoices are handled and the options the customer has in order to pay the invoice.

Send the invoice when a new invoice is booked:
The invoice is automatically sent to the customer when a new invoice is booked.

Attach the PDF invoice to the invitation email (not for invoices sent via Peppol):
The invitation email includes the PDF of the invoice. What happens when the PDF is not available yet depends on how your invoice PDFs are made:

• Twikey PDF renderer - Twikey generates the PDF when the invitation is sent, so the email goes out right away.
• PDF retrieved from your invoicing system or HTML template - The email is held until Twikey has retrieved the PDF, and is then sent automatically.

Note: When you upload a PDF yourself afterwards, the invitation is not sent automatically. Send the invitation manually.
This option does not apply to invoices delivered via Peppol. The notification email sent after a successful Peppol delivery never includes the PDF, because the e-invoice is already delivered into your customer's accounting system. This avoids your customer booking the same invoice twice.

Show invoice history (3 months):
On the payment page, the customer can get a list of invoices from the past 3 months using the history button.

Allow the customer to ask a question regarding the invoice:
On the payment page, the customer can send a question using the chat button.

Add QR code on payment page to scan from mobile device.:
QR code is added on the payment page, so mobile users can scan this and proceed on their mobile device. This is a simple redirect to the payment page itself.

Display a popup on the payment page for customers without email address.:
Customers without registered email address will directly be prompted to register one on opening the payment page.

Email after a Peppol delivery:
The email sent to your customer after a successful Peppol delivery is not set in this tab. Enable Notify customers when documents are sent via Peppol in the Peppol integration, and make sure the Invoice via Peppol email is enabled under Emails on this profile. When a Peppol delivery fails, no email is sent automatically.

PDF template text fields

When the Twikey PDF renderer is enabled on your account, you can define custom text that appears on every generated invoice PDF directly from the profile settings under Invoices.

The following text fields are available:

• Top text — Displayed at the top of the invoice, below the header.
• Bottom text — Displayed at the bottom of the invoice body, above the footer.
• Footer text — Displayed in the footer area at the very bottom of the page. Maximum 250 characters.

These fields support attribute placeholders using the {{attributeName}} syntax. The attribute must exist on the profile and can be passed when creating the invoice. At generation time, the placeholder is replaced with the corresponding value for that invoice.

Example: Dear {{firstName}}, please find your invoice below.

For more information on PDF generation and the two available approaches, see How to generate a PDF document for an invoice.

Payment options

Define the available options to pay the invoice.

Allow direct payment via link:

Activate this option if you have an integration with a PSP and want to offer your customer the option to pay your invoice directly through your PSP.

It is possible to select specific payment methods you want to offer (bancontact, visa, ..) to the customer.

Fetch supported payment methods:

This will retrieve and and activate supported payment methods from the PSP. Once fetched, disable payment methods if needed. This option is available depending on your payment service provider

Override message and reference

This allows you to customize the message and reference passed to the PSP.

Message:

Here you can define a custom message that is displayed on the payment page of the PSP.
You can combine text and invoice attributes.
The full message is passed to your payment service provider, this can be useful when doing reconciliation and you need specific invoice references to be able to reconcile.

Possible attributes are:

• {{TITLE}}: The invoice title
• {{REF}}: Your custom reference to the invoice
• {{ID}}: The invoice guid
• {{NUMBER}}: The invoice number
• {{REMITTANCE}}: The remittance of the invoice

Example: "Your Order {{NUMBER}} with our reference: {{REF}}".

Reference:

Here you can define a custom reference that is passed as such to your PSP. You can combine text and invoice attributes.
The attributes you can use are the same as for the Payment message.

Depending on your PSP this reference will be passed to a different parameter on their end:

• Mollie: included in the string of the "metadata" parameter
• MultiSafePay: the "var2" parameter
• CCV: the "merchantOrderReference" parameter
• Buckaroo: The invoice number

Allow the customer to pay automatically (Direct Debit / CreditCard):

Activate this option if you want to allow your customer to sign a Direct Debit mandate, so the invoices can be paid automatically.

When activated you have additional options:

Allow the customer to select his collection date:
The requested collection date to collect the transaction can be selected by the customer.

Keep invoice in pending state if direct debit fails:
The invoice will remain in the state 'In progress' even if the direct debit failed, normally the invoice would go back to a booked state.

Allow customer to cancel their transaction:
When enabled, customers can cancel a pending direct debit collection directly from their invoice payment page. After cancelling, they can choose to pay via one of your other available payment methods. When disabled, the cancel button is hidden and only you can cancel the transaction.

Collect the invoice ... days before due-date:
Use this option to choose when the direct debit is collected. Set it to 0 days to collect on the due date, or set another number of days to collect earlier. For example, with 1 day, an invoice due on 10 March gets 9 March as its requested collection date.

The requested collection date is a target, not a guarantee. The bank must receive the collection at least one business day before the collection date, and we send batches to the bank before 10:00 (Brussels time). If an invoice reaches Twikey too late to meet that deadline, we collect it on the earliest possible business day instead. Weekends and bank holidays are skipped.

Example: an invoice is due on a Saturday and the profile is set to collect 1 day before the due date, so the requested collection date is Friday. To be collected on Friday, the invoice must be in Twikey by Thursday before 10:00. If it arrives on Thursday afternoon, it is collected on the following Monday.

For more details, read the collection date rules in To be sent overview.

Message:

Here you can define a custom message that is used on the transaction.
You can combine text and invoice attributes.
The full message is passed to your bank, this can be useful when doing reconciliation and you need specific invoice references to be able to reconcile.

Possible attributes are:

• {{TITLE}}: The invoice title
• {{REF}}: Your custom reference to the invoice
• {{ID}}: The invoice guid
• {{NUMBER}}: The invoice number
• {{REMITTANCE}}: The remittance of the invoice

Example: "Your Order {{NUMBER}} with our reference: {{REF}}".

Reference:

Here you can define a custom reference that is used on the transaction. You can combine text and invoice attributes.
The attributes you can use are the same as for the message.

Give customers the option to pay manually:

Activate this option if you want your customer to be able to pay by manual transfer. The invoice will be marked as paid once the money has been transferred to your account (the one specified in the Payments tab).

In order to mark the manual transfer as paid in Twikey;

• The correct amount must be transferred
• The amount must be transferred to defined bank account
• The (structured) message must be correct

When activated you have additional options:

Use different account number:
On the payment page, display a different account number than the one of the current profile for the wire transfer option.

Show the banks that allow payment via QR in direct payment:
This will display supported banks and can be used to directly scan a QR in that bank app.

For more information about your invoices, please read Managing your invoices.

To know what your invoice page looks like from the customer point of view, see What invoices look like for your customer.

Reminder options

You can opt to have 4 automatic reminders for invoices that are sent each after a specific amount of days after
the due-date of the invoice. A pre-reminder and reminder to controller-users can also be configured.

For more information about or to enable and configure this function please contact your Customer Onboarding agent.

The following automatic reminders for your profile can be configured:

• Send the prereminder three days before the due date of the invoice: Your first reminder email will be sent to the client three days before the due date of the invoice. You can either choose this option or the next one, not both. This reminder will not be sent out for invoices that are uploaded less than three days before their expiry date.
• Send first reminder ... days after due-date: Your first reminder email will be sent to the client after the due date of the invoice, on the day you defined. You can either choose this option or the previous one, not both.
• Send second reminder ... days after due-date: Your second reminder email will be sent to the client after the due date of the invoice, on the day you defined.
• Send third reminder ... days after due-date: Your third reminder email will be sent to the client after the due date of the invoice, on the day you defined.
• Send fourth reminder ... days after due-date: Your fourth reminder email will be sent to the client after the due date of the invoice, on the day you defined.
• Remind controller(s) ... days after due-date: When all configured reminders have been sent and the invoice is still unpaid, we send a notification on the day you defined. It is sent to your company's email address, with everyone who has the controller role on your platform in CC. The notification names the company of the customer, or the name of the person for private customers.
  • The subject reads "Invoice [invoice number] for [customer] requires your review".
  • The email shows the customer, the amount and the due date, confirms that all configured reminders were sent without receiving a payment, and suggests the next steps: start a payment plan, hand the invoice over for collection or write it off.
  • A link opens the invoice directly in your Twikey dashboard, so you can take action right away.

For more information on how to change the content of the invite and reminder emails, check the Managing your emails pages.