Setup Invoice Profiles

Summary

Every booked invoice will have an Invoice Profile attached to it. The Invoice Profile is a blueprint, describing how the invoice should behave in different situations during the lifecycle until it is closed.

“Attaching Invoice Profile to Invoice”: The Invoice Profile is attached to the invoice when the invoice is activated. Quiddly will select which Invoice Profile that should be used based on following fallback logic: Prio 1: Invoice Profile code is defined on the invoice. Prio 2: The profile set for the debtor. Prio 3: Client Default Invoice Profile, for the invoice’s product, debtor type and currency. Prio 4: System Default Invoice Profile. Prio 5: Registry Default Invoice Profile.
“Updating Invoice Profile”: Every invoice will have its own copy of the selected Invoice Profile attached to it, with its own id (different from the id of the profile it was copied from). It is a snapshot of how the Invoice Profile was configured when the invoice was activated, including levels, fees, tolerance limits and interest settings. The copy cannot be edited. Any changes to the underlying Invoice Profile in the registry will not update all historic Invoices, they only affect invoices activated afterwards. To test a change, activate a new invoice. Please consult with Quiddly if you wish to also update all historic invoices using a specific Invoice Profile.
“Pre-installed Invoice Profiles”: Quiddly is shipped with some pre-installed invoice profiles out of the box. These are standard profiles in each currency and a good starting point for creating your own set of profiles.

1. Registry MANDATORY

The Operations Portal Invoice profiles registry list with Id, Currency, Code, Public and Default columns.

This is your registry of available invoice profiles in Quiddly.

“ID”: Internal ID for the invoice profile.
“Currency”: For which invoice currency the invoice profile is valid for.
“Code”: The code for the invoice profile. This is used to identify the invoice profile throughout the application. We recommend to have an unique code per invoice profile for clarity.
“Public”: Not in use.
“Default”: The “Pre-installed Invoice Profiles” are set to “Yes” so there is a last resort if no other invoice profile is found when attaching it to a booked invoice. This value cannot be changed. The invoice profiles with “Yes” will always be last resort.
Click on a row to navigate into the Invoice Profile.

2. Create Invoice Profile MANDATORY

In order to create a new invoice profile you should copy from an existing one.

Copy Into a New Invoice Profile

Go to actions and press [Copy].
“New code”: Insert the code you wish to be used for the new invoice profile.
Press [Confirm].
The new invoice profile with copied values will now be created and you will be redirected to it.

General Settings

“ID”: Internal ID .
“Currency”: For which currency the invoice profile should be applicable for.
“Code”: Unique code identifier for the profile. Must be unique.
“Settlement Order”: In which order the invoice balance parts should be settled when paid. Choose from the list, which is grouped as All three parts, Two parts and One part. Each option is labelled with its order, for example Capital -> Reminder -> Interest (recommended option). An option that lists fewer than three parts settles only those parts, and its label says which are not included, for example Capital -> Reminder (Interest not included). When a payment is matched automatically, what is left once the listed parts are settled stays unplaced. When someone links an unplaced payment to the invoice by hand, the parts that are not included are settled as well, after the listed ones.
“Is System Default”: Enabled if the profile is marked as system default. This is the last resort in the fallback logic.

Capital Settings

“Capital Tolerance Limit”: Defines the tolerance limit for capital balance. The system will check if the remaining invoice capital balance after payment is less than provided “Capital Tolerance Limit”. If condition is met the the remaining capital balance will be written off with a “Capital Write-off” event and the invoice closed. This is useable when you want to avoid having invoices with small capital remainder open in the customer ledger.
“Charge Client for Capital Tolerance”: Defines if the client should be charged when “Capital Tolerance” is applied. Will create a charge towards the client corresponding to the the written-off amount. This is useable when you want to use “Capital Tolerance” but put the cost on the client.

Fee Settings

“Fee Tolerance Limit”: Defines the tolerance limit for fee balance. The system will check if the remaining invoice fee balance after payment is less than provided “Fee Tolerance Limit”. If condition is met the remaining fee balance will be written off with a “Reminder Write-off” event. This is useable when you want to avoid having invoices with small fee remainder open in the customer ledger.
“Charge Client for Fee Tolerance”: Defines if the client should be charged when “Fee Tolerance” is applied. Will create a charge towards the client corresponding to the the written-off amount. This is useable when you want to use “Fee Tolerance” but put the cost on the client.
“Reminder Fee Bookkeeping Method”: Defines when reminder fees are bookkept as income. Invoice Method: the fee, with its VAT, is bookkept when it is added to the invoice. Cash Method: the fee, with its VAT, is bookkept when the debtor pays it. Left empty, the invoice method is used.

Late Interest Settings

“Interest Enabled”: Defines if Late Interest should be enabled for invoices using this invoice profile. No interest will be applied to the invoice if this is disabled.
“Base Interest”: Shows the base interest rate as defined for the currency in the system settings for “Base Interest”. Will be applied if a base interest is defined and Client have enabled base interest to be applied to late interest in client setting “Use Base Interest”.
“Adjust Rate (%)”: The adjusted interest rate in % for the invoice profile.
“Total Interest”: “Base Interest” + “Adjust Rate”. This is the interest rate that will be used to calculate late interest on the invoice.
“Interest Free Days”: Defines how many days from invoice due date where no late interest will be added, so called interest free days. This is used to give the debtor a grace period after due date without adding interest.
“Apply Interest Retroactively”: Used together with “Interest Free Days”. When enabled, interest is calculated from the due date once the interest free days have passed. When disabled, interest is only calculated from the day after the interest free days. The setting is read from the invoice’s own copy of the profile, so it must be enabled on the invoice profile the original invoice uses, not on the profile that is attached to its interest invoice.
“Interest Tolerance Limit”: Defines the tolerance limit for interest balance. The system will check if the remaining invoice interest balance after payment is less than provided “Interest Tolerance Limit”. If condition is met the the remaining interest balance will be written off with a “Interest Write-off” event. This is useable when you want to avoid having invoices with small interest remainder open in the customer ledger.
“Charge Client for Interest Tolerance”: Defines if the client should be charged when “Interest Tolerance” is applied. Will create a charge towards the client corresponding to the the written-off amount. This is useable when you want to use “Interest Tolerance” but put the cost on the client.
“Calculate Interest When Invoice Is Paused”: Defines if late interest should be added during the period when a invoice is paused. Once the invoice is resumed late interest will be added retroactively for the days when it was paused. See also the table below.
“Calculate Recourse Interest When Invoice Is Paused”: Defines if recourse interest on a financed invoice is calculated while the invoice is paused or disputed. Without it no recourse interest is calculated on a paused invoice. It is a separate setting from the late interest one above. See Recourse and recourse interest.
“Hide Late Interest from Reminder PDF”: Will hide the interest from the reminder PDF if enabled.
“Calculation Method”: Defines the method of adding late interest to an invoice. Continuous - Calculate interest from expire date (standard value): Late interest is calculated and added every night for the previous day. Discrete - Calculate interest on reminder event from expire date (not recommended to use): Late interest is calculated and added when a ledger event occurs. Will calculate late interest for the days from last event. Continuous - Calculate interest from distribution of collection claim: Like the standard value, but no interest is added until the collection claim has been distributed.
“Late Interest Bookkeeping Method”: Defines when late interest is bookkept as income. Invoice Method: the interest is bookkept when it is added to the invoice. Cash Method: the interest is bookkept when the debtor pays it. Left empty, the invoice method is used. For collection fees the equivalent setting is Bookkeeping method under General Settings in the Collection Profile.

Interest on a paused invoice is controlled by three separate settings:

Setting	Where	What it controls
Calculate Interest When Invoice Is Paused	Late interest	Whether late interest keeps being added to the debtor’s invoice while it is paused
Calculate Recourse Interest When Invoice Is Paused	Late interest	Whether recourse interest is calculated while a financed invoice is paused or disputed
Generate for Paused Invoices	Late interest invoicing	Whether an interest invoice is created when a payment arrives on a paused invoice

Late Interest Invoice Settings

The section is called Late interest invoicing in the Operations Portal.

“Enabled”: Defines if Late Interest Invoice should be enabled for invoices using this invoice profile. Late Interest invoice is a separate invoice that is booked when only late interest and/or reminder balance remains on the invoice. The remaining late interest/reminder on the original invoice will be written-off and instead moved to the Interest Invoice. An interest invoice is only created for a continuous Calculation Method, and only when the last part in the profile’s Settlement Order is interest.
“Generate for Paused Invoices”: Defines if an interest invoice is created when a payment arrives on a paused invoice. It only controls the interest invoice. Daily interest during the pause is controlled by “Calculate Interest When Invoice Is Paused”.
“Invoice Profile Code”: Define the code for Invoice Profile that should be attached to the created Interest Invoice. The defined Invoice Profile should have same currency. It must be filled in, together with “Payment Terms (Days)”, or no interest invoice can be created.
“Payment Terms (Days)”: Define the payment terms in days that the Interest Invoice should use. This is the number of days from the day the Interest Invoice is created to its due date. The Interest Invoice itself is created as soon as the remaining balance matches the “Remaining Balance Trigger”. To give clients different payment terms, give them different invoice profiles.
“Remaining Balance Trigger”: Defines when the Interest Invoice should be created. REMINDER_INTEREST: Create Interest Invoice when only late interest or interest and reminder balance remains on the invoice. INTEREST: Create Interest Invoice when only late interest remains on the invoice.
“Interest Invoice Fee”: Define if a fee should be added to the Interest Invoice for the debtor to pay. This is useful if you want to charge extra from the debtor for the extra administration of creating the interest invoice. This will be applied as an “Administration Fee” on the invoice.

How an interest invoice is distributed. On the client’s Distribution tab, Enable Interest Invoice Distribution switches distribution of interest invoices on or off for the whole client, and Interest Invoice Distribution Code sets the channel. With Inherit from Invoice (the default) an interest invoice goes out on the same channel as the original invoice, and the client’s fallback order applies if that fails, see Onboard Client. Interest invoices can only go out as e-invoice in the Peppol BIS 3.0 format and never to private persons. Otherwise that attempt is marked FAILED, so use e-mail or letter. With distribution switched off the interest invoice is still created, but not sent on any channel. It cannot be switched off for one debtor only.

Paused invoices and automations. The automation action Keep calculating daily interest while the invoice is paused switches on both “Calculate Interest When Invoice Is Paused” and “Generate for Paused Invoices” on the copy of the profile of the invoice it runs on. The action Reset the daily interest setting to the invoice profile template puts both back to the values on the profile the invoice was copied from. The automation therefore overrides the profile for those invoices.

Debt Collection Settings

“Automatically Create Collection Case”: If enabled, will automatically create a Collection Case when the collection event is performed on the Invoice. Invoice is after that part of a Collection Batch and handled in the “Collect” module. The documents to the debtor then come from the Collection Profile, not from the Collection Claim level of this profile.
“Perform Write-off on Interest”: If enabled, will write-off any remaining late interest on the Invoice when the collection event is performed. Will appear as a “Interest Write-Off” event.
“Perform Write-off on Reminder”: If enabled, will write-off any remaining reminder fee on the Invoice when the collection event is performed. Will appear as a “Reminder Write-Off” event.

For how to set up collection, including where to set the collection fee, see Setup Debt Collection.

Part Payment Settings

The two settings are shown on the profile but cannot be changed in the Operations Portal. To change them, contact Quiddly support.

“E-mail Enabled”: If enabled, will distribute a “Part Payment Notification” via e-mail to the Debtor when a part payment is booked towards the Invoice, if it is expired. If the Debtor has no e-mail address, the notification is sent as a letter instead.
“SMS Enabled”: If enabled, will distribute a “Part Payment Notification” via SMS to the Debtor when a part payment is booked towards the Invoice, if it is expired. Requires that a valid phone number is provided for the Debtor.

The notification does not depend on Enable Invoice Distribution on the client, and the setting is per profile, so it cannot be set per debtor or per client without a dedicated invoice profile.

The first part payment moves the timeline. The first part payment that is booked on or after the due date plans the invoice’s next reminder and collection dates again, counting from five days after the payment date (plus the next level’s “After Previous” and the previous level’s “Grace” days) instead of from the original schedule, so the dates move out by a few days. It happens once per invoice, it is triggered by payments and direct payments, and it is not configurable.

Invoice Closed Settings

“SMS Enabled”: If enabled, will distribute a “Closed Invoice Notification” via SMS to the Debtor the Invoice is closed. Requires that a valid phone number is provided for the Debtor.

Levels

The levels represents the different events that the invoice can perform during it’s lifecycle from expired to paid. They run from top to bottom in the order shown.

Each level is a card. The summary row shows its position and type (for example “1. Reminder”), Day N (the nominal number of days after the invoice becomes overdue, see When each level runs), the Debtor Fee, and an icon for each enabled channel. Click a card to open it and edit the level. Drag the handle at the left of a card to change the order of the levels. Click [Save] at the bottom of the profile to store changes to levels.

“Expired Notification” no Debtor Fee: This type is a notice without fee. Leave the Debtor Fee at zero. A Debtor Fee above zero on any level books a fee on the invoice when the level is performed.
Order: The levels run in the order shown. Use the drag handle to place them in the order you want.

Adding and deleting levels

You can add and delete levels yourself on a profile in the registry. The copy of a profile on an invoice cannot be changed. Both actions need a right, see Rights, roles and users and the rights catalogue.

Add a level: Click Add level below the last level. In the Add invoice profile level window choose the Type (required), the Distribution channels, After Previous, Valid (required), Grace (required), Debtor Fee and Client Fee, then click Add. The level is added last. Drag it to move it.
Delete a level: Click the bin icon on the card and confirm. A deleted level cannot be restored. If the system refuses, the reason is shown in the window. A level that ledger events still refer to cannot be deleted.

Adding and deleting take effect immediately, without [Save], and only affect invoices activated afterwards. Invoices that are already activated keep the levels they were copied with.

The fields of a level

“Type”: Defines the type of event. Expired Notification: A friendly reminder without any fee attached to it. Usually used a couple of days after expire date to give the debtor a chance at paying before a Reminder is created. Reminder: This is a Reminder with a fee according to locale legislation attached to it. Final Notice: This a Final Notice with a fee according to locale legislation attached to it. Only used in NO. Collection Claim: This a Collection Claim with a fee according to locale legislation attached to it. This is where the Collection Case will be created if “Automatically Create Collection Case” is enabled. Otherwise a Collection Claim will be created on the Invoice instead. Monitoring Decision: Not supported anymore. Do not use. Monitoring: Not supported anymore. Do not use.
“Distribution”: Tick the channels you wish to distribute by: “E-mail”, “Letter”, “E-invoice”, “D-mailbox”, “SMS” and “Partner”, or tick “Use Client Hierarchy”. See Channels below. The distribution will only be made if “Enable PDF generation” is enabled on the client and if necessary data exist to export the distribution.
“After Previous”: How many days after previous event should this event occur. This is commonly only provided on the first event to define how many days after expire date the first event should be performed.
“Valid”: How many days should the event be valid before expiring. This will be visible as the due date for the event and to the debtor.
“Grace”: How many days after due date should be a grace period before proceeding to the next level. This is not visible for the debtor but gives them extra days to pay before next step.
“Debtor Fee”: How much in the invoice profile currency should be charged towards the debtor as a fee. This is added to the invoice as a financial event when the event is performed.
“Client Fee”: How much in the invoice profile currency should be charged towards the client. This is added as a charge towards the client when the event is performed.

When each level runs

The first level is planned “After Previous” days after the invoice became overdue. Every later level is planned at the previous level’s planned day, plus the previous level’s “Valid” days, plus the previous level’s “Grace” days, plus its own “After Previous” days. A planned day that falls on a weekend or holiday moves to the next business day. The Day N on each card shows this calculation.

Example profile and what the cards show:

Level	After Previous	Valid	Grace	Day shown
1. Expired Notification	3	7	0	Day 3
2. Reminder	0	14	5	Day 10 (3 + 7 + 0 + 0)
3. Collection Claim	0	0	0	Day 29 (10 + 14 + 5 + 0)

Levels are performed by the Reminders run. When a level is performed, its due date is that day plus “Valid”, and the later levels are counted from the day it was actually performed. A late Reminders run therefore moves every later date.
The levels start to count when the invoice is activated. An invoice that is activated after its due date gets its first level at the next Reminders run.
Only invoices with the status Activated are picked up. A reminder event is skipped while the debtor’s expired capital balance is zero or less, unless the instance has switched that check off, and is performed at a later run once the balance is above zero.
The next level is not triggered by the invoice still having capital left. An open invoice keeps moving through the levels even when only a reminder fee or interest remains. To close small fee remainders without more reminders, raise the Fee Tolerance Limit on the profile (new invoices only).

Channels

On the level	What happens
No channel ticked	Nothing is distributed to the debtor. The document is still created.
One or more channels ticked	All ticked channels are used at the same time, with no priority. E-mail plus Letter sends both.
Use Client Hierarchy ticked	The level follows the client’s distribution settings instead: the first enabled channel in the client’s order is used, and if it fails the client’s fallback order applies, for example e-mail first and letter as fallback. Ticking it clears and disables the other channels. Only available for Expired Notification, Reminder and Final Notice.

Without Use Client Hierarchy there is no fallback to another channel after a failure, so tick more than one channel if delivery matters, or use the client hierarchy. For how the client’s channel order is set, see Onboard Client.

Expired Notification. It is a notice without fee, so it creates no entry under Debtor Financial Events on the invoice. What was sent is listed on the Distribution tab.

Collection Claim. The Collection Claim document is created when the level is performed. It is only sent if a channel is ticked on that level, and with Automatically Create Collection Case enabled the debtor documents follow the Collection Profile instead. The level is also where Perform Write-off on Interest, Perform Write-off on Reminder and the creation of the Collection Case happen. Removing the level from the profile stops the document, and also those actions, for invoices activated afterwards.

Fees. Fees before collection go on the levels of the Invoice Profile. The collection fee goes on the Collection Claim in the Collection Profile. Set the Debtor Fee on the Collection Claim level of the Invoice Profile to 0 to avoid charging the fee twice. The Collection Profile takes over when the Collection Case is created at the Collection event.

3. Assign System Default Profiles MANDATORY

4. Assign Client Default Profiles OPTIONAL

A client is assigned to a profile per product and debtor type. The assigned clients are listed under Clients at the bottom of the profile, where Add client adds one. This is how you treat one client’s invoices differently from the rest, for example not distribute reminders for a client’s service invoices and not send them to collection: copy a profile, set it up as required and assign it to the client.

5. Common questions

How do I stop letter reminders for one debtor? The invoice’s own “do not send” setting only controls the invoice, not the reminders. There is no setting that stops only letters for one debtor. Either copy the profile, untick Letter on its levels and assign it to the client, which then applies to all of the client’s debtors, or exclude the debtor from reminders. To exclude the debtor, open the client debtor, expand Exclude client debtor from specific events and actions, tick Override exclusion settings on system debtor and then Exclude client debtor from reminder event. That stops the Reminder and Final Notice levels on every channel. The first Expired Notification is still sent. Both ways only apply to invoices activated afterwards.
Why was a reminder sent later than the profile says? Check when the invoice was activated, since the levels start counting then, whether a part payment moved the timeline by five days, and whether the Reminders run was late. See When each level runs.
Why did a reminder go out although the tolerance limit is larger than the missing amount? The invoice carries the values the profile had when it was activated. If the profile was changed afterwards, the invoice kept the old values.