Billing settings

Set your legal details, numbering and VAT rates for compliant quotes and invoices.

Compliant quotes and invoices start with good configuration. By entering your legal details and billing settings just once, you ensure that every document Joinways generates carries the right wording, the right logo and the right numbering, without you having to think about it on each send.

This page explains where those settings live, what each field contains and how they combine to produce quotes and invoices ready to hand to your clients and your accountant alike. The goal is to make compliance a background setting rather than a repeated manual check.

Prerequisites

Before you start, gather the following to move quickly:

Have administrator rights on the workspace to edit billing settings.
Have your official legal details on hand (company name, tax ID, VAT number).
Have a logo image ready for the header of your documents.
Know the VAT rates that apply to your activity.

What you'll learn

Enter your legal details
Understand automatic numbering
Set your VAT rates
Add legal mentions to your documents
Check the output before sending to a client

Enter your legal details

Your legal details are your company's identity as it appears at the top of every quote and invoice. They are entered once in the billing settings and reused automatically on all documents generated afterwards.

Open the billing settings of your workspace.
Enter your company name, tax ID and intra-community VAT number.
Complete your postal address and contact details.
Upload the logo that will appear in the header of your documents.
Save: the values are now reused on every new quote and invoice.

Understand automatic numbering

Invoice numbering is a legal obligation: it must be continuous, with no gaps or duplicates. Joinways handles this constraint for you, so there is nothing to configure or increment manually.

Joinways automatically assigns a number to each invoice issued.
The sequence is continuous, in the FACT-XXXX-0001 format, with no reset.
Each venue has its own sequence, independent of the other venues.
The next number is derived from the last issued one, preventing duplicates.

Set your VAT rates

Default VAT rates apply to the lines of your quotes and invoices to automatically calculate the tax amount and the gross total. You set them once so you don't have to re-enter them.

Specify the VAT rate(s) applicable to your activity.
Set the rate that will be proposed by default on new lines.
Joinways calculates the VAT amount and gross total from these rates.

Add your legal mentions

Legal mentions are the mandatory or useful texts that appear at the foot of your documents: payment terms, late penalties, early-payment discount, or any other information specific to your activity.

Enter the legal mentions you want to display.
They will appear automatically on every quote and invoice issued.

Available fields and options

Here is the full set of configurable items, with their meaning:

Company name — the official name of your business shown in the header.
Tax ID — the legal identifier of your establishment.
VAT number — your intra-community VAT number.
Address — the postal address shown on your documents.
Contact details — the contact information (phone, email).
Logo — the image shown in the header of your quotes and invoices.
Default VAT rate — the rate automatically applied to new lines.
Legal mentions — the texts shown at the foot of the document.
Numbering — the continuous FACT-XXXX-0001 sequence, managed per venue and not editable.
Per-venue profile — each venue can have its own billing profile.

How it works

Once your details are saved, Joinways applies them transparently. You configure nothing else: creating a document automatically triggers the reuse of the right settings.

You enter your legal details, rates and mentions just once.
On each new quote or invoice, Joinways reuses the header, logo and mentions.
The invoice number is assigned automatically within the venue's sequence.
VAT rates calculate the gross total with no action on your part.

Edge cases

A few situations deserve particular attention:

Multiple venues: each venue keeps its own numbering sequence and can have its own billing profile.
Editing after issuance: numbering already assigned does not reset, to preserve legal continuity.
Multiple VAT rates: you can set a default rate while adjusting the rate line by line on a quote.

💡 Good to know: each venue has its own numbering sequence, separate from the others. Keep this in mind if you manage several establishments under the same company.

Best practices

Double-check the spelling of your company name and tax ID before the first send.
Test a quote to validate the rendering of the header, logo and mentions.
Set your VAT rates from the start to avoid line-by-line corrections.
Upload a high-resolution logo for a crisp printed output.
Configure a per-venue profile if your establishments have distinct details.

Troubleshooting

Problem: my logo does not appear on the document. Cause: no logo was uploaded in the settings. Solution: open the billing settings, upload your logo and generate a quote again to check.

Problem: the invoice number is not what I expected. Cause: numbering is automatic and continuous per venue, with no reset. Solution: check the venue in question, as each venue has its own independent sequence.

Problem: VAT is not calculated. Cause: no default VAT rate has been set. Solution: enter your rates in the settings so the gross total is calculated automatically.

Real-world example

An event estate enters its company name, tax ID, VAT number, uploads its logo and sets a default VAT rate. From the next quote onward, the header shows this information, the logo appears and the gross total is calculated automatically, with no re-entry.

Another example

A group operating two venues configures a distinct billing profile for each. Invoices from the first venue follow their own FACT-XXXX-0001 sequence while those from the second follow theirs, ensuring continuous and independent numbering for each establishment.

FAQ

Can I have billing per venue?

Yes, each venue can have its own billing profile, with its own details and numbering sequence.

Do I have to configure numbering myself?

No. Numbering is automatic, continuous and in the FACT-XXXX-0001 format; there is nothing to set up.

Does numbering reset?

No, the sequence stays continuous with no reset to comply with the legal continuity requirement.

Can I change the VAT rate of a specific line?

Yes, you set a default rate but you can adjust it line by line on a quote.

Where do my legal mentions appear?

They appear automatically at the foot of every quote and invoice once entered.

Are my legal details reused automatically?

Yes, once saved, they appear on all new documents without re-entry.

How can I check that everything is correct?

Generate a test quote and review the header, logo, rates and mentions displayed.