When working with international Owners or Customers, sending an invoice in the appropriate language is not just a matter of formality: it conveys professionalism, avoids confusion, and saves you back-and-forth emails. With the new invoicing structure, you can easily control the language in which your invoices are generated and sent.
How does language work in the new invoicing structure?
When generating an invoice, the system defaults to the language set in VRMS. However, there are exceptions depending on the type of certified invoicing:
SAFT → invoices in Portuguese.
NF525 → invoices in French.
FatturaPA / Invopop IT → invoices in Italian.
Invopop Greece → invoices in English.
TicketBai → invoices in Spanish.
In these cases, you won't see the language selector, as the system is required to use the corresponding official language.
Sending invoices by email
When you send an invoice, the default language of the message will be the same as that of the generated invoice. For example:
If the invoice is in English, the message will also be proposed in English.
If the invoice is in Spanish, the message will appear in Spanish.
👉 Important: you can always change the language of the message before sending it, although the language of the invoice will remain as generated.
Practical example
A property manager had their profile language set to English. However, when sending an invoice that was generated in Spanish, the message was sent by default in Spanish. This is not an error: the system respects the language of the issued invoice, not the Owner's profile language.
Step by step: sending an invoice in the appropriate language
Generate the invoice from the corresponding section.
Check the language in which it was issued.
Click on Send invoice by email.
Review the language of the message: it will be the same as the invoice.
If needed, change the language of the message from the dropdown before sending it.
Send the invoice.
Attention to details
The language of the invoice cannot be changed once generated. You can only change the language of the sending message.
In certified invoicing (SAFT, TicketBai, NF525, Invopop), the language is fixed and not editable.
Common errors and how to avoid them
Confusion between Owner's language and invoice language: remember that the language in which the invoice is generated is what matters.
Trying to change the invoice language from the sending: you can only modify the message language, not the document language.
Main benefit
Now you have clarity: the language of your invoices depends on how they are generated, and although you can't change it afterward, you can always adjust the sending message so your customer receives it in the most appropriate language.
This way, you avoid misunderstandings and maintain smoother and more professional communication.
Additional resources
[How to set the language in VRMS]
[Guide on certified invoicing]
[Send personalized documents by email]
Frequently asked questions
Can I change the language of an already issued invoice?
No, the language of the invoice is fixed when generated.
What happens if I have an Owner with language set to English, but the invoice is in Spanish?
The system will respect the language of the invoice, and the sending message will appear in Spanish by default.
Can I send the invoice in a different language than the invoice itself?
No, the invoice always remains in its original language. The only thing you can adapt is the language of the accompanying message.
Why don't I see the language selector when issuing an invoice?
Because you are using a type of certified invoicing (SAFT, TicketBai, NF525, Invopop), where the language is predetermined.