Set Up Invoicing Rules in Avantio
Issuing invoices can be a puzzle: who to invoice?, what VAT to apply?, what expenses to include? With Avantio's invoicing rules, you can simplify this process and ensure each invoice is generated consistently, clearly, and without errors. This way, you save time, reduce risks, and manage with peace of mind.
📌 What are invoicing rules?
Invoicing rules are formulas that tell the system how to issue your invoices: what VAT to apply, what tax information to display, who to invoice, and on what calculation basis. Once set up, everything flows smoothly.
⚙ Initial Setup
In the left side menu, go to Accounting > Invoicing > Set Up Invoicing Rules.
You'll see the list of rules already created, which you can search and filter
To create a new one, click on NEW RULE and follow the steps
Step by Step: Create a New Rule
1. Rule Name
Enter a descriptive name. If you have accommodation assignment enabled, select them from the dropdown.
2. Company Name
Select one of the company names previously set up in the company. If not, the default will be applied.
3. Who to Invoice
Decide if you invoice the owner or the tourist.
Tourist: usually the total reservation is invoiced.
Owner: typically the agency's commission is invoiced.
4. Invoice Calculation Basis
You have three main options:
Rental without VAT: calculates the total rental amount by breaking down the applied VAT
A percentage of the rental (VAT included): define a % of the rental, usually corresponding to your commission
Agency commercial margin: the basis will be the commercial margin of the reservation, which can be consulted in various reports and in the reservation file.
click here for more information on how the commercial margin is calculated
Rental + final cleaning: calculates a percentage of the total rental amount plus the final cleaning fee (the VAT applied is the one configured in the invoicing rule).
5. Extras and Services
Define if they are included, not included, or included with a percentage. Useful tip: always include all cost extras in the tourist's invoice for greater transparency.
6. Tourist Taxes
Check if you want to include tourist taxes in the invoice. Recommended when invoicing the guest.
7. Taxes
Select the applicable VAT on the invoice basis.
8. Type of Invoicing
Allows you to define the type of invoice to issue according to the recipient:
According to recipient: what is configured in the client's file is taken (most common option).
Client: generates a simplified invoice.
Company or self-employed: generates a standard invoice with complete tax information.
9. Withholding
Enter the withholding percentage on the invoice, if applicable.
10. Add Portal or Intermediary Expenses
Here you can determine whether to consider the portal's commission in the invoice, and with what percentage. You have four options: for each option we use an example of a reservation with rental 1000€, portal commission 10%, agency commission 30%:
Calculate my commission on the rental and add the portal's commission
(1000 x 0.3) + 100 = 400€
Calculate my commission on the rental and subtract the portal's commission
(1000 × 0.30) – 100 = 200 €
Subtract the portal's commission from the rental to calculate my commission
(1000 – 100) × 0.30 = 270 €
Subtract the portal's commission from the rental to calculate my commission and add the portal's commission
(1000 – 100) × 0.30 + 100 = 370 €
This option is only compatible if we set the invoice basis as a % of the rental
11. Show Portal Commission on Invoice
Allows you to add the portal's commission as a separate item on the invoice, independent of the previous configuration
12. Deduct Price Increase on Portals
Yes: the original rate is taken as the basis, thus deducting the % increase from the rental
No: the basis is calculated without deducting the increase
This option is only compatible if we set the invoice basis as a % of the rental
13. Break Down Owner's Commission on Invoice
Shows the owner's commission as a separate item on the invoice.
14. Templates and Series
Templates: define the default template for invoices, receipts, credit notes, or proformas.
Series: modify the corresponding one in the company name.
If your company has the NF525 certification, you must also configure some additional compulsory fields: type of invoice and VAT option. You can review and complete these fields by clicking on the following link.