Please check the following steps if you cannot login to your user account and/or resetting your password does not give you a 'password-reset' email. Click on the steps for more information:
<div class="accordion accordion--default">
<div class="accordion__item">
<div class="accordion__item-title">1. Please make sure that you have entered your email address correctly</div>
<div class="accordion__item-content">
Please verify that you entered your correct email address without any extra signs.
</div>
</div>
<div class="accordion__item">
<div class="accordion__item-title">2. Please check that you have used the correct login email address</div>
<div class="accordion__item-content">
It can be that you have entered another email address (for example, your company email address or your private email address) to login to your account. Please make sure that you entered the right email address when you have created your user account.
You can also check your email inbox for any "Welcome to Zervant" emails. We send the Welcome-email to the given address you have used to create your account.
Once you have successfully logged in to your user account, you can also change your login email address at any time. <a href="https://support.zervant.com/hc/en-gb/articles/360036368231" target="_blank" rel="noopener">Check our Help Centre article here on how to do that</a>.
</div>
</div>
<div class="accordion__item">
<div class="accordion__item-title">3. Please check your spam folder whether you have received our "password-reset" email.</div>
<div class="accordion__item-content">In rare cases, it could happen that your password reset email is forwarded as spam. You can also remove us from the spam list to ensure that you receive all our emails also in the future.</div>
</div>
</div>
If those steps do not help, please do not hesitate to contact our customer support for assistance. Please forward us as much information on your user account as possible (i.e., company name, contact person, customer names), so we can verify that you are the rightful owner of your account. All information is confidential and will be used only to help you solve your issue.

Group.svg

As you know, Zervant has been part of&nbsp;Ageras&nbsp;for a
 few years already. You've been seeing some of our new colours at the top of our
 website for a while now, and you will soon see them a lot more!&nbsp;&nbsp;


 <span style="color: #002e33; font-family: roboto, ' helvetica neue' , helvetica, arial, sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: -webkit-left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: #ffffff; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/Zervant_to_Ageras_7c8e830bb7.png">

<h2 id="h_01J3CMK752XMHZ3RXQEPY5QZFR">Help Centre &amp; Customer Support</h2>

 In a few weeks, the Help Centre will move over to our new website at Ageras.com.
 In practice, this doesn't change anything for you, however it is important to
 note&nbsp;that
 replies to your queries will no longer come from Zervant, but from Ageras starting next month.&nbsp;

<h2 id="h_01J3CMK9VWGVP6TAQRQHN7NS19">Changes to Zervant</h2>

 Zervant will&nbsp;adopt the new colours very soon. This will come with a few
 changes to the layout for a more modern feel. We cannot wait for you to see this!
 ✨

<h2 id="h_01J3CMKCQ4EDHPYAWZ6ASKJE04">The future with Ageras</h2>

 In the long run, Zervant being part of Ageras means a lot of new features, improved
 service and support levels, and a lot more!&nbsp;


 Here is a little glimpse into the future, where you will start seeing this name
 more and more:&nbsp;


 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/Untitled_design_7_1a304b3f23.png">


 This might feel like a big change, so please do not hesitate to reach out&nbsp;should
 you have any questions or concerns. We're always there for you!&nbsp;

invoicing.svg

Invoicing

<div>We have simplified our steps for e-invoicing addresses, so that you only need to insert one parameter if your customer wants you to send them an e-invoice. You can fill out the information under your customer's details.</div>
<div> </div>
<div><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064373031_6c6686c485.jpg" alt="E-invoicing_address.png" width="657" height="107"></div>
<div> </div>
<h2 id="h_01HYZMHEN3NV7X7AWJPE493070">E-invoice address</h2>
Make sure your customer is able to receive e-invoices!
Your customers need to provide you with their e-invoice address. An e-invoice address is a type of ID that can take several formats depending on the country your customer is based in and the e-invoicing service provider they use.
It is important for you to ask your customer what format the address has since this is an obligatory field using e-invoices in Zervant.
Some of the most common formats include VAT number, GLN, DUNS, and OVT. In the UK, typical e-invoice address types are VAT number, GLN and DUNS. Sending an e-invoice to another country
If you send an e-invoice to a foreign company or public entity, the e-invoicing address looks like this: 1234: 123-123456-12345 and this should be entered as "Other" e-invoice type. Please note, that the recipient also need to be found in the Peppol registry. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19165622974621_30556937aa.jpg" alt="peppol.png">
How do the e-invoice formats look like?
VAT: The VAT is different for each country. You only need to insert the VAT number and Zervant will construct the actual code based on the country.
DUNS (Data Universal Numbering System): a 9 digit number, issued by Dun & Bradstreet. Example: 150483782
GLN (Global Location Number): a 13 digit globally unique identifier. Example: 0847976000005
 
If an e-invoice address doesn't meet the criterial, you will be shown an error message:
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4406863118481_ac3a9fae7c.jpg" alt="Screenshot_2021-09-08_at_9.09.59.png">
Public directories
Below you can find a few directories that can help you find the right address. Unfortunately however, no registry is 100% complete and some recipients may be missing from the register.
<ul>
<li>Sweden (B2B and B2G): <a href="https://eregister.nea.nu/nea/index.html" target="_self">https://eregister.nea.nu/nea/index.html</a>
</li>
<li>Finland (B2B and B2G): <a href="https://verkkolaskuosoite.fi/client/index.html" target="_self">https://verkkolaskuosoite.fi/client/index.html</a>
</li>
<li>France (B2G only): <a href="https://communaute.chorus-pro.gouv.fr/annuaire-des-entites-publiques-destinatrices-de-factures/?lang=en" target="_self">https://communaute.chorus-pro.gouv.fr/</a>
</li>
<li>Peppol: <a href="https://directory.peppol.eu/public">https://directory.peppol.eu/public</a> Peppol is Pan-European network for e-invoicing. Unfortunately, the directory is not comprehensive. Some Peppol recipients are not found in the directory.</li>
</ul>
A couple of helpful sources for you to learn more about e-invoice addresses can be found from our e-invoicing partner Basware:
<ul>
<li>Their <a href="https://basware.service-now.com/bw?id=bw_kb_article&sys_id=dbf5f5e9dbaf13c4487cb9836b96197f" target="_blank" rel="noopener noreferrer">glossary</a>, especially "E-invoice address"</li>
<li>Their <a href="https://basware.service-now.com/bw?id=bw_kb_article&sys_id=1942a8a1db71d304394380ab0b96199b" target="_blank" rel="noopener noreferrer">list</a> of different e-invoice addresses</li>
</ul>

You can easily add down payments to your invoices. This is useful if your customer needs to pay you a deposit immediately, such as before starting a work project. You can set up a down payment for a single invoice or split the down and final payments into two separate invoices. Please note: Down payments are only available on our Zervant Premium plans PRO and above. 
 
<h2 id="h_01HYFN4Y4Q4XAAR71EQGJHVSKB">Enabling down payments on invoices</h2>
1. Go to the tab >Invoices
2. Create a new invoice as usual (incl. customer, products/services, payment terms)
3. Tick the box >Down payment on the right panel under the invoicing settings <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031117110813_2cffb39f2e.jpg" width="262" height="497">
4. Click on the link >Edit down payment request visible under the total amount due of your invoice to set up your down payment. Select whether the down payment should be displayed on the same or on a separate advance invoice (and set a project name), set the amount of the down payment as a percentage of the total or as a specified amount and set the down payment due date.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031151939485_63de7d17e7.jpg" alt="downpayment 2.png" width="527" height="469">
5. >Save your settings to add the down payment to your invoice. The down payment and total due after down payment along with the due date are now visible on the invoice. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_19031117124893_4a4fd12e3e.jpg" alt="downpayment 3.png" width="406" height="324">
 
6. Click >Preview & send to proceed with the approval and sending of your invoice.
 
Please note:
<ul>
<li>Down payments are only available on our Zervant Premium plans PRO and above.</li>
<li>It is NOT possible to edit the invoice or issue a credit note with down payments.</li>
<li>When separating your down payment into two invoices, the issue date will be the same for both invoices even if the due dates are different. </li>
<li>After approving down payments as separate advance invoices, you can preview each invoice (e.g., Advance invoice, Final invoice).</li>
<li>Once setting up your down payment and approved, it will receive the next invoice number of your invoice numbering sequence. If separating your down payment over two invoices, the advance invoice will receive the next invoice number and the final invoice the subsequent invoice number in line with your invoice numbering sequence.</li>
<li>When sending the advance invoice as a separate invoice, the final invoice will not be sent at the same time. It will need to be sent separately from the tab >Invoices.</li>
</ul>

In Zervant, you can gain a quick overview of your invoice statuses. You can manage the status of your invoices under the tab >Invoices. Approved invoices can have the following statuses: Created, Sent, Overdue, Reminded, Deleted and Paid. Invoices that are not yet approved will show the status: Draft.
 
<h2 id="h_01HXXMAGCZSR227E2GR7PABTQX">How to mark your invoices as paid</h2>
Invoices created in Zervant are not automatically marked as paid (except those paid using Zervant <a href="https://support.zervant.com/hc/en-gb/articles/360036369911" target="_blank" rel="noopener noreferrer">Online Payments</a>, or once you have created a <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">credit note</a> for an invoice). You can mark an unpaid (i.e., Created, Sent, Overdue and Reminded) invoice as Paid by selecting the invoice and clicking the status button on the right.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874644453405_0774f403a0.jpg" alt="status 3.png">
Here, you can also choose the date on which the invoice has been paid and to which account. At the moment we offer Cash in hand and Bank accounts. We’re looking to add more accounts in the future. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874644464285_0edb9db4f7.jpg" alt="status 5.png">
 
If you have marked an invoice as paid but want to delete it, or change the details of the payment, you can mark the invoice back as unpaid with the same button.
 
Please note:
<ul>
<li>Invoices marked as paid will not show a mention of this on the invoice itself. If your customer or accountant requests a note that the invoice has been paid, you can write this in the >Message field.</li>
<li>We do not yet support marking invoices as partially paid. We aim to create a function in the future. You may want to explore our Prepayments and Payment Schedules functions.</li>
</ul>

<div>
It is important to keep track of your invoices that you have sent to your customers to follow-up on the latest statuses of the invoices and payments. Our Zervant software offers you multiple ways of keeping an eye on your invoices.
 
<h2 id="h_01HXXNXP8TZXA3972QNDFYT5NE">Dashboard overview</h2>
A good and easy way of doing this is to check the Zervant dashboard view or the >Home tab. This page automatically appears once you have logged it. It offers a quick overview of your open and overdue invoices: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065010351_7eb766238d.jpg" alt="Zervant Dashboard and home screen">
 
Another helpful tool is our >Notification System. You can find the 'alarm bell'-icon in the upper right side of the tab bar. It informs you for instance, if a certain invoice has been paid or has become overdue: <img style="width: 650px; height: 119px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313031_5c275b370d.jpg" alt="Notification on Zervant">
 
<h2 id="h_01HXXNXP8VA6PY8RR24290JTRT">Invoice statuses</h2>
Under the tab >Invoices, you can manage and overview the statuses of your invoices.
Click on the headlines over your invoice list to display all >Outstanding invoices or click >More to show invoices that are >Overdue or >Paid.
Select an invoice and click the status button on the right. The possible status are Created, Sent, Overdue and Paid. When you mark an invoice as Paid, choose the date when the invoice has been paid and to which account. Currently, we offer the options Cash in hand and Bank accounts. 
<a href="https://support.zervant.com/hc/en-gb/articles/360036368631" target="_blank" rel="noopener noreferrer">Click here to learn more about invoice statuses. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18874852995229_2d9030d9e2.jpg" alt="status 6.png"></a>
If you have marked an invoice as Paid and you wish to change something, delete it or edit the payment, please change the status back to Sent (not paid) on the same button.
</div>

<h2 id="h_01HJRNT2MZRP89Z0HZ22WVVBWJ">Draft invoices</h2>
You can edit drafts as often as you want or delete them. Please note that a draft cannot be restored once it is deleted. Read more about the differences between drafts and approved invoices<a href="https://support.zervant.com/hc/en-gb/articles/360034761632-Approving-drafts" target="_blank" rel="noopener noreferrer"> here.</a> 
<h2 id="h_01HJRNT2MZS9AKPSFYNVE8Q1AG">Approved invoices</h2>
Once an invoice has been approved, it is no longer possible to edit it. If it needs to be corrected, you will need to follow one of those two options: 
<ol>
<li>Cancelling an invoice and recreating it
<ol>
<li>Click on your invoice > More > Delete</li>
<li> Go to your deleted invoices, and create a copy</li>
<li>Make the changes, and make sure it is now correct before approving it. </li>
</ol>
</li>
<li>Issuing a credit note and recreating the invoice
<ol>
<li>Your invoice's status needs to be something else than "Paid"</li>
<li>Click on your unpaid invoice > More > Credit note</li>
<li>Approve the credit note</li>
<li>Click on the original invoice > More > Copy as new</li>
<li>Make the changes, and make sure it is now correct before approving it. </li>
</ol>
</li>
</ol>
 
<h2 id="h_01HJRNT2MZ6GV3T7END6Q4DJ0S">Useful tips</h2>
<ul>
<li>If you have marked an invoice as Paid, change the status to Not paid to create a credit note.</li>
<li>If you have already received a payment for the original invoice (the one containing a mistake), you should not delete it, but create a <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">credit note</a> instead. </li>
<li>Deleted invoices will not be included in your reports, but you can download them in a csv-file by selecting the folder >Invoices >More >Deleted. Click on the three grey lines of the invoices list to download.</li>
<li>If you made a mistake and accidentally deleted an invoice, you cannot restore it. However, you can create a copy by choosing the deleted invoice from the folder and click >More >Copy as new. The copied invoice will get the next invoice number from your numbering sequence.</li>
</ul>

Mobile app

From the mobile app, you can add your company details, manage payment methods, and set your customer and product database.
💡 You can change the language of your app by clicking on your company logo and selecting Settings > Language.
 
<h2 id="h_01HXH6GM9HSDFWMH4HXPDEXKEF">Setting up the company profile</h2>
Log in to the application and click on your company logo in the top-left corner. A menu will then open, where you should click on Settings and then on Company Profile.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18774521820957_4237d1d06f.jpg" alt="IMG_9638.png" width="346" height="749">
If you have set up a different trading name on the browser version of Zervant, you can also view and edit this trading name on your application. To learn more about managing trading names, <a href="https://support.zervant.com/hc/en-gb/articles/360036008192">click here</a>.
 
<h2 id="h_01HXH6MVJ26NMPWTEPQ60NM7NT">Setting up your payment methods</h2>
Log in to the app and click on your company logo in the top-left corner. A menu will then open, where you should click on Settings and then on Payment methods.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18774527536925_73b5c66d26.jpg" alt="IMG_9641.jpg" width="359" height="733">
 
<h2 id="h_01HXH6ZQQ16380DHCSPJSKADDW">Setting up your customer database</h2>
Log in to your application and select More (below the three horizontal dots) at the bottom right in the horizontal menu, then choose Contacts. Once on your client list, you'll have the option to search for clients (in red in the image below) or to add new ones (in green in the image below).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18774521845917_6641845ab3.jpg" alt="IMG_9643.jpg" width="343" height="707">
When creating a new customer, you will have the option to choose between Business and Individual using the toggle button at the top of the new customer form.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18774527551517_228ebbd616.jpg" alt="IMG_9644.jpg" width="345" height="701">
⚠️ You can only add one email address per customer.
To delete a customer, select it and click on the icon with three vertically aligned dots at the top right.
⚠️ Please note that you can only delete a customer if they don't have any paid or unpaid invoices.
It's also possible to import an existing list of customers. To do so, you'll need to log in to the web version of our software on a computer. More information here: <a href="https://support.zervant.com/hc/en-gb/articles/360036368271">Importing multiple customers</a>.
 
<h2 id="h_01HXH6Z1X094QHVB95DBPAZNKY">Setting up your product database</h2>
Log in to your application and select More (below the three horizontal dots) at the bottom right in the horizontal menu, then choose Products. Once on your list of products, you'll have the option to search for products (highlighted in red in the image below) or to add new ones (highlighted in green in the image below).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18774521864861_2c880c268b.jpg" alt="IMG_9645.jpg" width="371" height="765">
If you want to import an existing list of products, you can do so on the browser version of Zervant. More information here:<a href="https://support.zervant.com/hc/en-gb/articles/360036368511"> Importing multiple products.</a>
 
💡 Notes :
You can set invoices settings such as default currency and VAT in your Zervant account on the web version using your computer. For more information: <a href="https://support.zervant.com/hc/en-gb/articles/360036008292">Editing your invoices settings.</a>
You can also add and modify units and VAT percentages on the web browser. For more information: <a href="https://support.zervant.com/hc/en-gb/articles/360036008112">Managing your product list</a>.
You can also export your data from the web version using your computer.
 
Helpful articles:
<a href="https://support.zervant.com/hc/en-gb/articles/360036368551">Exporting your product list</a> <a href="https://support.zervant.com/hc/en-gb/articles/360036007972">Exporting your customer list</a> <a href="https://support.zervant.com/hc/en-gb/articles/360036008312">Exporting invoices or estimates</a> <a href="https://support.zervant.com/hc/en-gb/articles/360036008772">Exporting multiple invoices at once</a>

<div>
In one word: yes! Zervant offers you the possibility to create and send invoices via email or download them in PDF format, free of charge.
 
<h2 id="h_01HXH60EHMP3RZJ5EA6027WHGE">Limitations to the free offer </h2>
However, note that our free offer is subject to certain limitations. You can take advantage of this free service for up to 5 invoices and 5 clients. Beyond this limit, you will need to subscribe to a Premium subscription.
 
<h2 id="h_01HXH5ZYRNNFGVSF45T1ZE4MWN">Why Free?</h2>
Our vision is to simplify the administrative management of entrepreneurs. We understand that managing invoices can be an additional burden in the already busy daily lives of entrepreneurs. That's why we firmly believe that a tool that facilitates this task is essential. In this perspective, we want to support entrepreneurs by offering them an efficient invoicing solution at no initial cost.
 
<h2 id="h_01HXH5ZVC7RVDWJWPXVS748PZP">Premium Services</h2>
Although our basic offer is free, we also offer a range of premium services for those who wish to access additional features and increase their efficiency. These premium services offer benefits such as the ability to manage an unlimited number of invoices and clients, as well as tools to facilitate the payment process. These services are designed to meet your various needs and help you thrive in your business.
</div>

You can export your invoices and estimates as a list in a .csv-format or export all your invoices as PDF files. This article explains how to do it. 
 
<div class="article-body markdown">
<h2 id="h_01HWA0VZNKX10HJPKYT1XGQYH9">Invoice or estimate list as a .csv file</h2>
</div>
<div class="article-body markdown">
<ol>
<li style="font-weight: 400;">
Go to the tab >Invoices (it works the same under the tab >Estimates).</li>
<li style="font-weight: 400;">
Choose a filter (e.g., All, Outstanding, or >More: Overdue, Paid, Deleted).
</li>
<li style="font-weight: 400;">
Click on the >three parallel lines on the top right corner of the list to download and select >Download data as .csv file.<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18436042046237_3725c2e1b3.jpg" alt="export invoices english.png">
</li>
</ol>
<h2 id="h_01HWA0VZNKNVACMR00MJ9MX27V">Export invoices as PDF</h2>
<ol>
<li>Go to the tab >Reports.</li>
<li>Select >Sales report.</li>
<li style="font-weight: 400;">Choose the >Date range of invoices you would like to download.</li>
<li style="font-weight: 400;">Click >Download report on the upper right corner and select >Download pdf invoices.</li>
<li style="font-weight: 400;">
A compressed .zip-file will be automatically downloaded to your computer containing all your PDF invoices from the selected time span.<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18436042060445_0b1224e127.jpg" alt="export invoices pdf eng.png">
</li>
</ol>
</div>

Before you create an invoice, we advice you to set up your account. Learn how to add company details, logo, payment information etc. here: <a href="https://support.zervant.com/hc/en-gb/articles/4582579892893" target="_self">Setting up your account on the mobile app</a>
<h2> </h2>
<h2 id="h_01HW80R1KXECSEVEAWG3KVZQWF">How to create an invoice on your mobile app</h2>
1. Click on "Invoices" on the bottom.
2. Create a new invoice by selecting the plus icon on the top-right. Or click on the plus icon in the bottom and the choose Create invoice.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18417991419293_6509a9d906.jpg" alt="app english invoices.png" width="222" height="480">
3. You can edit the invoice number, discount settings, late payment interest, currency and invoice language and select references for your invoice by clicking on the three dots in the upper right corner. 
Please note that you can not edit the invoice number within an existing invoice number sequence. Our software will always apply the next sequential invoice number in this sequence. If you wish to select another or add a new invoice number sequence, select the field "Invoice number" and select another already added invoice number sequence or click on + in order to create a new invoice number sequence. Learn more about <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_self">Invoice numbering.</a>
4. Select your customer, the invoice date, payment terms and products.
You can either select a customer from your list by clicking on Choose customer or create a new one by clicking the plus icon on the top-right corner.
Click on Add products or services to add your products and services. You can also add a title, a text field or a subtotal to your invoice.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18418023359389_3cce85414a.jpg" alt="Product&customers.png" width="253" height="547">
5. Add a message and a footnote to give your invoice a personal touch.
6. If you don't want to approve and send the invoice yet, you can click on ''Save as draft'' in the bottom and continue editing later. Drafts can be edited as often as you like. 
7. Click ''Next'' on the bottom if you want to approve and send the invoice.  Select from the drop down menu and either approve or send your invoice.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18417991439389_6bc640b8d7.jpg" alt="Versand app english.png" width="271" height="586">
8. A preview of the invoice will open once more. Check that all of the information is correct. Please note that approved invoices can't be edited afterwards. If all of the information is correct you can approve the invoice by ''swiping'' the ''Approve & close'' button.

Estimates

You can customize your estimate number in Zervant if needed. 
After registering with Zervant, the estimate number for your first estimate is automatically set to 1. The following estimates are then automatically assigned the next number (2, 3, 4, ...).
<h2 id="h_01HVTMWDXPZCN3V1B0K4EMVWAY">Changing your estimate number</h2>
You can also customize the estimate number by simply entering a different number in the field ''Estimate number'' in the estimate-editor. Only numbers can be used (for example, 1001, 202401, ...). Letters or other characters can't be used. An estimate number also can't begin with 0 (for example, not 001).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18304072467869_c7c958eb1e.jpg" alt="estimate numbering.png">
If you have set a new estimate number in the estimate-editor and save the estimate only as a draft, the new estimate numbering sequence will not save automatically. Only when you confirm the estimate with the new estimate number, the new numbering sequence will automatically be continued for your next estimates.
<h2 id="h_01HVTRGS5RP2E33DYX68Q9JVZ4">Useful tips:</h2>
<ul>
<li>You can use a specific estimate number, for example for calendar years, by assigning the desired number to the first estimate of the year (for example 202401).</li>
<li>When you convert an estimate into an invoice (available only with a premium subscription), the estimate number will not be transferred as the invoice number. Instead, the invoice will be assigned the next invoice number from your invoice numbering settings. You can learn more about invoice numbering <a href="https://support.zervant.com/hc/en-gb/articles/360036368371-Invoice-numbering">here</a>. </li>
</ul>

My account

If you wish to upgrade or downgrade your plan, or edit your payment detail, you can easily manage these changes for your Premium plan subscription by either clicking on the Premium tab or under >My account >My plan. 
 
<h2 id="h_01HSE3B30MCZA7B6K9G9VQ3SYE">How to change your payment details</h2>
You can edit your payment details whenever you need to by going to >My account >My plan and clicking on >Change next to <span style="color: #070707; background-color: transparent; font-weight: bold; font-variant-ligatures: normal; font-variant-east-asian: normal; font-variant-position: normal; vertical-align: baseline; white-space: pre-wrap;">Payment details. The next payment after you update your details will be drawn from the new, updated payment method.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902476043677_e1b730e76b.jpg" alt="Change">
<h2 id="h_01HW59G69ER58PXVSG6VW0ATSE"> </h2>
<h2 id="h_01HSE3B30M38QKEVYTG3KS9SDS">How to upgrade your Premium Plan</h2>
You can upgrade your Premium plan at any time, by selecting the plan you want to upgrade to, and then clicking on >Upgrade. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17656281244957_b808bf0716.jpg" alt="upgrade uk.png"> 
<span style="color: #070707; background-color: transparent; font-weight: bold; font-variant-ligatures: normal; font-variant-east-asian: normal; font-variant-position: normal; vertical-align: baseline; white-space: pre-wrap;">Please note:
<ul>
<li> If you upgrade your plan for the first time and choose the monthly payment method you will get a 14-day free trial. The trial is not available on yearly subscriptions! </li>
<li> If you upgrade to a different plan during your 14-day free trial, you will not receive a new 14-day trial, but continue your existing trial period. </li>
<li> If you upgrade after your trial period from another plan, the new, upgraded plan will be effective immediately. You will pay the difference between the old plan and the new plan, as well as the full price of the new plan, the next time your card is charged. For example, if you were to upgrade from 'Starter' to 'Pro', you would pay £6 (the difference between the price of the two; £14 minus £8), as well as the price of the new plan (£14), giving you a total of £20 (as monthly subscriptions are charged in advance). </li>
<li> ​ If you're paying on a monthly basis and decide to switch to paying on an annual basis, your upgrade and payment will be effective immediately and your unused time on your monthly plan will be credited automatically. </li>
<li> If you upgrade from one yearly plan to another, for example from Start to Pro, the system automatically calculates the price difference and you will be credited the amount you already paid for the original plan (that will now be unused). Also please note that when you upgrade, a new billing period (1 year) starts from the date of the upgrade. </li>
<li> Both monthly and yearly plans automatically renew after the current billing cycle if not canceled before! </li>
</ul>
<h2 id="h_01HW5A2N4FV43FW5HG2V93PFB1">How to downgrade your plan</h2>
You can also downgrade your plan at any time by clicking on >Downgrade. Your new plan will start after the next time you are charged. Until then, you will remain on your current plan. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18251398663581_afd840c1ae.jpg" alt="downgrade uk.png" width="668" height="639"> 
<h2 id="h_01HW5A204110BYXXJV570MW583" dir="ltr"> </h2>
<h2 id="h_01HSE3B30M1S8KSN20DM1SAGDX" dir="ltr">How to cancel your plan</h2>
You can cancel your plan at any time by clicking on >Cancel plan. After your current payment period, your premium plan will be cancelled, and you will not have access to the premium features anymore. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902476047005_62ef48cdb8.jpg" alt="Cancel"> 
 If you want to delete your account while on a Premium plan, you can do so by going to >My Account >User account and clicking on >Delete account in the upper right corner. Your recurring plan will be cancelled automatically once your account is deleted. Please note that deleting your account is<span style="color: #070707; background-color: transparent; font-weight: bold; font-variant-ligatures: normal; font-variant-east-asian: normal; font-variant-position: normal; vertical-align: baseline; white-space: pre-wrap;"> permanent and cannot be undone. Once your account has been deleted, all data and information you have stored in Zervant will also be permanently deleted and cannot be retrieved, so backing-up beforehand is highly recommended.

<h2 id="h_01HW2WTAQYZ3K5S4FJ2M6VCT11">Cancelling your subscription</h2>
If you at any point want to cancel an upcoming billing period you can cancel your recurring subscription through >My Account >My Plan >Cancel plan.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18386936516253_71373078d3.jpg" alt="cancel english.png">
This will stop your subscription's automatic renewal. When your current subscription ends, your account will then automatically switch to the FREE plan with limited capabilities.
Please note that this feature is not available yet on our mobile apps. Please <a href="https://secure.zervant.com/login/login/en" target="_self">log in to Zervant</a> on your computer browser in order to cancel your subscription.
In case you decide that Zervant is not a good fit for you, it is possible to <a href="https://support.zervant.com/hc/en-gb/articles/360036369671-How-can-I-delete-my-Zervant-account">delete your account</a> after the subscription period has ended.
 
<h2 id="h_01HW2WTAQYA03N8YCSGME4GYXF">Next charge date</h2>
You can find the date for the next charge here:
>My account >My plan >Next payment due.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18386657171485_316bae84fe.jpg" alt="pazment due.png">
<div> </div>
<h2 id="h_01HW2WTAQY51ZQG5ZB63R6WMJB"> </h2>

In case you decide that Zervant is not a good fit for you, you can delete your account anytime. You can delete your account in the web browser or in the mobile app.
Please note that deleting your account is permanent. Once it has been deleted from the system, all the data and information you have stored in Zervant will also be permanently deleted and cannot be retrieved so backing-up beforehand is highly recommended.
<h2 id="h_01HW2STARM487SS8553WWPRM6F">Delete your account in the web browser: </h2>
<h2 id="h_01HW2W7NX2Y89FENCCX113GFDQ">Navigating to My Account  >User account  >Delete. </h2>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18367965882141_3b36b2ef3a.jpg" alt="delete english.png">
Please note that your account is not deleted yet at this point. For security reasons, you are logged out of your account. You will receive an email to your login email address to confirm the deletion.
It can take a couple of minutes until the email message to confirm deletion is shown in the email mailbox. Please also remember to check the spam folder.
Please confirm the deletion of your account through the button in the email sent to you.
<h2 id="h_01HW2VYTWVT2H8VFWH4VXTNAWH">
 Delete your account in the mobile app:</h2>
Click on your company logo in the upper left corner and then navigate to >Settings >Delete account.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18367965885853_bc06ad9541.jpg" alt="Delete app english.PNG" width="332" height="718">
 
<h2 id="h_01HW2T9B48FHDVBVMF0ZKCYX4D">Error when deleting your account:</h2>
Please note, that if you have an active premium subscription, it is not possible to delete the account. This means that you first need to<a href="https://support.zervant.com/hc/en-gb/articles/360036369851-How-can-I-cancel-my-subscription-"> cancel your subscription</a>, and only after that delete your account. Please also note, that the subscription is valid until the end of the billing period, and before the subscription has ended, it is not possible to delete the account.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18367965889053_c30a83a13f.jpg" alt="Deleting not possible.png">

You can find all your invoices in you invoice list. This is the default view. You can also select outstanding invoices, drafts, overdue, paid or deleted invoices from the top menu bar.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18310540924061_c5024dd51c.jpg" alt="Invoice status app 2.png">
 
<h2 id="h_01HMB95K9W8DZAGXCD2HS2WTXR">Search invoices</h2>
You can search invoices with invoice number, company name or amount due by clicking on the 🔍 icon.
 
<h2 id="h_01HMB95K9WJFB74K3D4BJAFEZP">Create invoices</h2>
By clicking on the plus icon in the upper right corner, or by clicking the plus icon in the bottom and then click Create invoice. Read more about creating invoices on your mobile app <a href="https://support.zervant.com/hc/en-gb/articles/4930822191517-Creating-invoices-with-the-mobile-app">here.</a>
 
<h2 id="h_01HMB95K9WBCQE9A72ZWXKNTVG">Manage drafts</h2>
Select a draft from your invoice list. You can edit, show, delete or approve/send your invoice or draft. You can find out more about creating invoices in the mobile app <a href="https://support.zervant.com/hc/en-gb/articles/4930822191517-Creating-invoices-with-the-mobile-app">here</a>. 
 
<h2 id="01HVV5096W4SYK9AZP532GV7KZ">Manage invoices</h2>
1. Select an invoice from your invoice list. 
2. You can view the History and the Details of the invoice. If the invoice is unpaid, you can choose Enter payment in the bottom.
3. You can also click on the three small dots in the upper right corner and view the PDF, copy the invoice as new or delete the invoice.
4. Approve or send your invoice by clicking on Send invoice and selecting from the options.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18310556797597_582d2b4dad.jpg" alt="send invoice app.png" width="327" height="707">
 
<h2 id="h_01HMB95K9WARQX8CD6RFD13B16">Delete invoices/drafts</h2>
In order to delete an invoice or draft, select the invoice/draft, click on the three dots on the top-right corner and select "Delete invoice".
 
<h2 id="h_01HMB95K9WYDEPCZMM6STZ976V">Change the status of your invoices/drafts</h2>
Your invoice automatically changes the status from "draft" to "created" when you approve the invoice (as described above). When sending an invoice through Zervant by email, post or as an e-invoice, the status automatically changes to "sent".
You can mark the invoice as "paid" by selecting the invoice and clicking on Enter payment in order to change the status. When marking an invoice as paid, you can select between bank and cash. 
 
Note:
Unfortunately a full history of the invoice, including creation date and time, sent and viewed status etc., is not yet available for your mobile App. You can view the full history of an invoice on the web version of our software.

With Zervant, you have several options to deliver an invoice to your customer.
On the mobile app we currently offer invoice delivery by:
1. <a href="#h_01G2VNDGFM7HS4D3DMAPN6PF13" target="_self">Email</a>
2. <a href="#h_01G2VNDPQM09SYSWF3KM2Z7VKV" target="_self">Post</a>
3. <a href="#h_01G2VNDX13YDB399QWGAR8H5PA" target="_self">E-invoice</a>
4. <a href="#h_01G2VNE59S23QCBK399BSCJYAK" target="_self">Download PDF</a>
5. <a href="#h_01G2VNECA5WBVYTG16T0NCF50Q" target="_self">Share a link</a>
 
In order to send an invoice, please choose an invoice and click Send invoice in the bottom, then select your desired delivery method from the drop down. Read more instructions <a href="https://support.zervant.com/hc/en-gb/articles/4930822191517-Creating-invoices-with-the-mobile-app">here.</a>
Please note: It is not possible yet to send attachments from your mobile app.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18313230871069_1e942da92d.jpg" alt="versandmethode 2.png">
<h2 id="h_01G2VNDGFM7HS4D3DMAPN6PF13">Email</h2>
When sending an invoice by email, please make sure the recipients email address is correct.
You can add another recipient's mail address and send a copy to yourself. You can also modify the email text and save it as the default email text.
 
<h2 id="h_01G2VNDPQM09SYSWF3KM2Z7VKV">Post</h2>
When sending an invoice by post, the required information must be filled in. If you haven't added the necessary details to the customer details, you can still add them before sending the invoice.
 
<h2 id="h_01G2VNDX13YDB399QWGAR8H5PA">E-invoice</h2>
Read more about e-invoicing here: <a href="https://support.zervant.com/hc/en-gb/articles/360036369791" target="_self">What is e-invoicing?</a>
When sending an e-invoice, please make sure you fill in all the required information and know the correct e-invoicing address of the recipient. Read more about <a href="https://support.zervant.com/hc/en-gb/articles/360036369831" target="_self">Understanding e-invoicing addresses.</a>
 
<h2 id="h_01G2VNE59S23QCBK399BSCJYAK">PDF file</h2>
If you wish to print an invoice or send it from your own email account, you can download the invoice as PDF from Zervant. Click on the three dots in the upper right corner an select View PDF. Then click on the small PDF sign in the upper right corner and download the PDF or share it directly from your device's sharing options. Please note that you can not print straight from Zervant.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18313432816157_7921ce49be.jpg" width="628" height="662">
<h2 id="h_01G2VNECA5WBVYTG16T0NCF50Q">Share a link</h2>
On the mobile app you also have the possibility to share your invoice as a link. Select "Share with a link" and select from your device's sharing options.

Currently, the feature to subscribe to a premium plan and manage your subscription, is only available on our web version.
Please log in at <a href="https://secure.zervant.com/login/login/en">https://secure.zervant.com/login/login/en</a> and navigate to >My account >My plan. You can find more info and instructions here:
<ul>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368651" target="_self">Subscribing to a Zervant Premium plan</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368851" target="_self">How can I update my Premium plan and payment method?</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036369851" target="_self">How can I cancel my subscription?</a></li>
</ul>

As a new Zervant user, you are now able to create a new Zervant account by using Apple or Google as a sign-in method.
If you already have an existing Zervant user account, you can connect your Apple or Google account to your Zervant account.
NOTE: Please carefully read the instructions here before connecting your existing Zervant user account with your Apple or Google account. 
 
<h2 id="h_01H9R15C80B3CVEJGN8YYFZ15K">Create a new Zervant account with Apple or Google</h2>
You can easily create a new Zervant account with your Apple or Google account in one click!
When opening the mobile app, select your preferred method (E-Mail, Apple or Google) you wish to create your new Zervant account with.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18312056330269_c648128647.jpg" alt="IMG_1910.PNG" width="312" height="675">
You will be automatically redirected to Apple’s or Google’s website to authenticate your accounts by entering your Apple/Google email address and password.
WARNING: When creating your Zervant account with Apple’s “hide my email” feature, it is not possible to change that email address later. Please check here for more information.
Once completed, just select the country in which you will operate and your account will be created!
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18312348286365_07a9a85a47.jpg" alt="IMG_1916.PNG" width="322" height="697">
When logging in, you just open the app and select the method you created your Zervant account with (E-Mail, Apple or Google). 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18312418180253_f3635595f0.jpg" alt="IMG_1917.PNG" width="309" height="669">
Please note: If you login with Apple or Google using another email address than your user name, it will automatically create a new account instead of logging you into your existing one. If you have accidentally created a new account, you can delete your account by going to >More >My account >User account and clicking on “Delete Zervant account”.
 
<h2 id="h_01H9R15C80A9AP3B1K5HM1BN4K"> </h2>
<h2 id="h_01H9R15C8005RT2B1V1PA5VWVG">Connect your existing Zervant user account with Apple or Google</h2>
If you already have an existing Zervant user account, you can easily connect your Apple or Google account to it in one click!
Please carefully check the instructions below to make sure your Apple/Google account is connected to your Zervant account. 
The following points are very important to know before connecting the accounts:
Once you've linked your Zervant account to your Apple or Google account, they cannot be disconnected. Please also note that after the connection, your Zervant login information is handled via your Google/Apple account. If you no longer have access to your Google/Apple account, it is not possible to change your Zervant username or password. 
In order to connect your existing Zervant user account with your Apple/Google account, it is essential that your Zervant user name (email address to login) is identical to your Apple/Google email address!
To do so, please check our instructions below: 
<ol>
<li> First login to your Zervant account on the web browser (https://secure.zervant.com/login/login/en), using your current user email address and password</li>
<li> Go to >My Account >User account</li>
<li> Check your current user name and make sure that the email address is identical to your Apple/Google account email address.</li>
<li> If your current user name is not identical to your Apple/Google email address, please change your user name first by clicking on >Change user name and confirm the change with entering your current password.</li>
<li> Once the change is done, you can log out from your Zervant account.</li>
<li> Now you can login from your mobile app, selecting the method you would like to connect your Zervant account with (E-Mail, Apple or Google).</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18312418180253_f3635595f0.jpg" alt="IMG_1917.PNG" width="340" height="736">
<ol start="7">
<li>When choosing Apple or Google, you will be automatically redirected to Apple’s or Google’s website to authenticate your account by entering your Apple/Google email address and password.</li>
<li> Once completed, you are logged in to your Zervant user account! You have now the option to login to your Zervant user account by either entering your email address + password or by simply clicking on the Apple/Google method.</li>
</ol>

With Zervant you can easily add a discount on invoices for your customers. On the mobile apps it is currently only possible to add discounts on the invoice total, not on single invoice lines.
You can read more about discounts on invoice lines here <a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_self">Discounts on invoices</a>
 
<h2 id="h_01HMB9RWMTXACT9S68TTYP6N7W">How to add a discount on the mobile app</h2>
1. Create a new invoice.
2. Click on the three small dots in the upper right corner.
3. Select Add discount.
4. Decide for discount in % or a set amount in your currency.
5. Add the discount percentage or discount amount.
6. If you add a discount amount, you can choose the amount to include or exclude VAT.
7. Click "Save" in the bottom and continue to edit your invoice.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18309292742301_9a99517fc7.jpg" alt="add discount.png" width="458" height="991">

You can create new estimates in the mobile app in two different places:
1. Click on Estimate on the bottom-right and then the plus icon in the upper right corner, or 
click on the plus icon in the bottom and then choose Create estimate.
2. You can edit the estimate number, discount settings, currency and estimate language, as well as add a buyer's PO number.
3. Select your customer, the estimate date, the due date for the estimate and add products.
You can either select a customer and product from your list or create a new one by clicking the plus icon in the upper right corner. 
4. Add a message and a footnote to give your estimate a personal touch.
5. If you don't want to approve the estimate yet, you can click Save as draft in the bottom.
6. If you want to proceed and approve the estimate you can click Save in the bottom.
7. Select Send if you want to send the estimate as email or share a link.
 
<h2 id="h_01HMB95MZYAD5F1ZCJF231J0AE">Converting estimates to invoices</h2>
You can convert an estimate into an invoice by selecting the estimate by clicking on "Convert to invoice" in the bottom. This feature is only available with a premium subscription.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18308832625309_df24df9979.jpg" alt="app convert to invoice.PNG" width="277" height="600">
Tipp:
If you wish to name your estimates "quote", you can change the title of your document by going to Zervant's browser version, selecting the estimate, selecting edit and going to "settings" on the right-hand side to change the estimate header.

In Zervant, you can copy an existing invoice which is especially handy if you send the same invoice regularly to the same customer.
 
In order to create a copy of an invoice, please
1. Go to the invoice tab
2. Select the invoice you want to copy
3. Select >More in the upper-right corner
4. Select >Copy as new
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18288018818077_4633f87e5b.jpg" alt="Copy as new.png">
The copied invoice will have the same customer details and the same items as the original invoice. However, you can still change the customer and add or delete items from the new invoice.
The <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_self">invoice number</a> will be created automatically and will be the next in the invoice number sequence.

Online payments

<div>
Zervant's Online Payments service carried out in cooperation with Stripe means your customers can pay invoices directly online with a simple click via credit or debit card. Learn more about this feature <a href="https://support.zervant.com/hc/en-gb/articles/360036369911" target="_blank" rel="noopener noreferrer">here</a>.
When you send your invoice via email to your customer, they can use the online payments feature by clicking >Pay online. They will pay the amount on the invoice as usual, which will then be transferred directly to your bank account by Stripe within seven business days.
Stripe will deduct a fee of 1.5% of the invoice value, as well as a fixed fee of €0.25. Our fee for this service is an additional 0.5% of the invoice value. These fees apply to Visa, Mastercard and American Express cards issued in Europe (3.75% + €0.25 for non-European cards).
 
Here is an example:
<ul>
<li>You create and issue an invoice with a value of €50.</li>
<li>You enable Online payments for this invoice.</li>
<li>Your customer pays the €50 invoice by clicking the “Pay online” button.</li>
<li>The €50 goes to Stripe and the invoice will be marked as paid (both in your Zervant and Stripe accounts).</li>
<li>Stripe will pay €48.75 into your bank account (the €50 on the invoice, minus the fees outlined above) within seven working days.</li>
<li>You can see the receipt for the Stripe fee for this payment in your Stripe account.
</li>
</ul>
</div>
<div> </div>

<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">When creating an invoice with Zervant, you may have noticed the "Type of Product" mention and might be wondering what it means. This mention holds particular significance as it is connected to our upcoming accounting adjustments.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16026306359453_49868c7b71.jpg" alt="Screenshot 2024-01-11 at 11.55.23.png">
<h2 id="h_01HV8QAHQQJ99V9E0KPA0R7EK1" style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 0px 0px 1.25em; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Goods and Services: A Significant Distinction</h2>
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Goods, also referred to as products or merchandise, denote tangible objects that can be exchanged, sold, or stored. They fulfill a concrete and tangible need. A classic example is a pen, a good used for writing. On the other hand, services are intangible and rely on the provision of technical or intellectual expertise. They are closely tied to the person providing them and those benefiting from them. Unlike goods, services cannot be stored and only exist at the time of their provision.
 
<h2 id="h_01HV8QB9DV910F8HPEYNW611JG"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">''Type of product'' in your reports</h2>
You can see the product type breakdown on the Reports page. Go to Reports > Sales by product. The report can be downloaded as a PDF or as .xlsx or .csv file and includes the product type. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18155148693021_4887378ecd.jpg" alt="Sales by report download.png">
<h2 id="h_01HV8QAQFYRFFHTYN36HPMTGR1" style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; float: none; display: inline !important;">Practically, what does it mean ?</h2>
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"><span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size:16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">"Type of product" is only visible in the invoice editor and not on the final PDF template. As this feature evolves, it will seamlessly integrate with our upcoming accounting solution, fostering efficiency and accuracy in financial management and reporting.
 
<h2 id="01HVGWV2Q40XF1XKSX7X45Q7SR"> </h2>

When creating invoices, it's essential that the goods or services you sell are correctly listed. This ensures clarity and accuracy in your financial and accounting documents. In this article, we'll explore three simple methods to help you select the right product category.
<h2> </h2>
<h2 id="h_01HVGRB99KR8434DNFD83S2BEF">1. From the invoice editor :</h2>
When you're about to create or modify a draft invoice, you can directly adjust the product type from the invoice editor. Here's how:
<ul>
<li>Open the invoice editor for the relevant invoice.</li>
<li>Locate the column dedicated to the product type for each item on the invoice.</li>
<li>Click on the field corresponding to the product you want to modify.</li>
<li>Select the new product type from the dropdown list that appears. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18211709965341_8c7b111c29.jpg" alt="Screenshot 2024-04-15 at 15.25.24.png">
</li>
</ul>
<h2> </h2>
<h2 id="h_01HVGRB46AB2EX1CJR4GPWHQX3">2. From the product list :</h2>
You can also adjust the product type directly from the product profile. Here's how:
<ul>
<li>Go to the Products section.</li>
<li>Select the profile of the product you want to modify.</li>
<li>Choose the new appropriate category for the product.</li>
<li>Save the changes.</li>
</ul>
Once you make this change, every time this product is added to an invoice, its category will be automatically updated.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18211709970461_cfa7561942.jpg" alt="Screenshot 2024-04-15 at 15.28.28.png">
 
<h2> </h2>
<h2 id="h_01HVGRAVHTW14B9K6B94SFNYFN">3. From the invoicing settings :</h2>
For more comprehensive management, you can set a default category for all of your invoices. Here's how:
<ul>
<li>Go to My Account and select Invoicing settings, then Invoice fields.</li>
<li>Choose the appropriate category for your needs.</li>
<li>Save the changes.</li>
</ul>
This option is particularly convenient for entrepreneurs who regularly bill the same types of products.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18211709975965_aa6334282a.jpg" alt="image (8).png">
 
By using any of these simple methods, you can ensure that the products or services mentioned on your invoices are always correct and aligned with your entrepreneurial activity.

<div class="article-body markdown">
You have multiple options to download your invoices from Zervant. We also plan to improve our reports in the future to make the export as clear as possible for your accounting.
 
<h2 id="h_01HTM527ND9S9J414QKVM6VB0R">A list of invoices from a certain customer as a .csv file</h2>
<ol>
<li style="font-weight: 400;">
Go to the tab >Customers and select a customer</li>
<li style="font-weight: 400;">
Click the tab >Invoices on the right side of the screen
</li>
<li style="font-weight: 400;">Click on the >three parallel lines on the top right corner of the list to download <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065225712_09c7fdb012.jpg" alt="Download_data_from_customer_as_csv.png" width="605" height="388"> </li>
</ol>
 
<h2 id="h_01HTM527NDB9M4NJGDS7RNRBE9">A list of invoices with a certain status as a .csv files</h2>
</div>
<div class="article-body markdown">
<ol>
<li style="font-weight: 400;">
Go to the tab >Invoices
</li>
<li style="font-weight: 400;">
Choose a filter (e.g., All, Outstanding, or >More: Overdue, Paid, Deleted)
</li>
<li style="font-weight: 400;">Click on the >three parallel lines on the top right corner of the list to download</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_18108819599261_d99d0b576c.jpg" alt="e.png">
 
<h2 id="h_01HTM527NDF0K33J2GHQ0EDEV6">Invoices from a certain period (multiple file type options)</h2>
<ol>
<li style="font-weight: 400;">
Go to the tab >Reports
</li>
<li style="font-weight: 400;">
Select >Sales report 
</li>
<li style="font-weight: 400;">Set your >Date range </li>
<li style="font-weight: 400;">
Click on the >Download report drop-down menu
</li>
<li style="font-weight: 400;">>Select the relevant file type to download your invoices</li>
<li style="font-weight: 400;">All invoices in the selected date range are downloaded as pdf files in a zip file.</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17982540771357_842ea0c0e5.jpg" alt="Sales report new.png">
</div>
<div class="article-body markdown">
 Read more about <a href="https://support.zervant.com/hc/en-gb/articles/360036368751" target="_blank" rel="noopener noreferrer">Zervant’s reports</a>.
</div>
<div class="article-body markdown"> </div>

We currently offer five types of reports allowing you to keep track of your invoicing and export your sales information for your accountant or accounting software. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065226112_b00ead67e0.jpg" alt="Reports_in_Zervant.png"> 
 
<h2 id="h_01HTKZEGTRWC1KDVZGY5YTT102">Sales report</h2>
Shows all your invoices categorized by month and details how your sales figures are progressing over time. The Sales report can be downloaded as .csv, .xlsx file or as a pdf.
Please note: the option >Download pdf invoices will automatically download all your invoices over your chosen period as separate PDFs in a .zip file. This is useful if you have a lot of invoices.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17980297421981_8d5a97c159.jpg" alt="Sales report.png">
 
<h2 id="h_01HTKZEGTR0HDPE6VNG1Y4B3Z7">Sales by customer / by product</h2>
Formerly known as "sales breakdown", these reports inform you who your most valuable customers are, as well as your best-performing products/services. 
Both the above report types can be downloaded as a pdf or as .xlsx or .csv file.
 
<h2 id="h_01HTKZEGTR8ZWQFTGA6D183HNZ">Transactions Report</h2>
Shows your invoices along with their relevant status:
<ul>
<li style="font-weight: 400;">
Open: your outstanding invoices that you have created during a chosen period on top of the page
</li>
<li style="font-weight: 400;">
Paid: the invoices that you have marked as paid during a chosen period
</li>
</ul>
The Transactions report can be downloaded as .csv, .xlsx file or as a pdf.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17980297429405_75221ab29c.jpg" alt="Transaction report.png"> 
 
<h2 id="h_01HTKZEGTRZ0XDC81CH8W83HGA">Pre-Accounting Report</h2>
Lists your transactions cash-based and according to double-entry bookkeeping. This should help you to transform your sales information for your accounting with greater ease.
You can download this report in a .csv, .xlsx or .si format.
 
Useful tips about Zervant reports:
<ul>
<li style="font-weight: 400;">Drafts, deleted invoices and estimates are not shown in any of these report types.</li>
<li style="font-weight: 400;">Unfortunately, it is not yet possible to add additional information/columns to these reports.</li>
</ul>

Discover how to quickly find the version number of your Zervant mobile app, essential for updates tracking and troubleshooting. Follow these simple steps to access this important information on iOS and Android.
1. Once logged into the mobile app, click on your company logo located in the top left corner of your screen.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17769995914909_d37255f100.jpg" alt="IMG_8993.png" width="331" height="716">
 
2. Click on Settings.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17769995929885_f78e1ccb72.jpg" alt="IMG_8992.png" width="330" height="714">
 
3. Number of the version is located just under the Log out button.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17769995941789_43a912fdfd.jpg" alt="IMG_8991.png" width="333" height="721">

On the Zervant Free plan, you can save up to 5 customers and create up to 5 invoices per month and send them by email or download them as a PDF, for free. Alongside our Free plan, we also offer several monthly subscription-based Premium plans, which provide a range of additional functions designed to help you get paid faster and ease your cash-flow. You can find a full list of all our Premium plans, along with what’s included in each <a href="https://www.zervant.com/en/premium-services/">here</a>.
 
<h2 id="h_01HSE0ESW2RGAF66VHVGJZ87JR">How to subscribe</h2>
1. Go to the >Premium in the upper right corner or to >My account >My plan >Change plans.
2. Select whether you want to pay on a monthly, or annual basis, by clicking on the corresponding button.
3. Select the plan you wish to subscribe to by clicking >Upgrade/Start free trial. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17654391181085_0a1689cba2.jpg" alt="prices Uk.png"> 4. Select your payment method and enter your payment details in the payment information field. You can choose between paying by credit/debit card or by SEPA Direct Debit (Eurozone only). SEPA Direct Debit is a Europe-wide Direct Debit system that allows merchants to collect Euro-denominated payments from accounts in the 34 SEPA countries and associated territories. If you plan to subscribe to a Zervant plan using this as a payment method, you must first enable and authorise it separately with your bank (contact your bank for more information if necessary). Please note that your bank may charge a separate fee for SEPA transactions.
5. Add your company VAT number if your company is registered for VAT. If you do not have a VAT number, the Finnish rate of VAT (24%) will be added to the price of your monthly subscription (as is standard under Finnish and EU law). However, if you do have a VAT number and you’ve added it under >My Account, it will automatically be added here, and you won’t be charged any VAT when subscribing. Zervant automatically checks the VAT number you have inserted, and the VAT for the subscription will be charged accordingly. 
6. You can also add any <a style="font-size: 14px;" href="https://support.zervant.com/hc/en-gb/articles/360036369491-How-to-use-Zervant-promotional-codes" target="_self">Promo Codes</a> you may have received from us in the appropriate field while subscribing. Please note that promo codes cannot be used cumulatively and can be used only when subscribing for the first time.
7. Click >Start free trial to complete your subscription.
<h2 id="h_01HSE0ESW29NH8R4JVM8N6YH8W">
  Useful tips:
</h2>
<ul>
<li>All monthly Premium plans include a 14-day free trial.</li>
<li>If you change plans during your free trial period, your 14-day free trial will not reset, but rather continue with the remaining number of days.</li>
<li>You will be charged the first day after your trial ends. Your subscription will then continue on a monthly basis (calendar month, not every 30 days).</li>
<li>If you subscribe to an annual plan, you will receive your full annual Premium invoice (i.e. postal invoices, postal payment reminders, and e-invoices) quota at once - it will not renew every month.</li>
<li>You will receive a receipt from Stripe for every payment, sent automatically to you via email each month. You can also view and download the receipts for your subscription under >My Account >My plan >Purchase history. Currently, receipts are only available in English, but we are looking to expand the number of languages very soon.</li>
<li>Please also note: SEPA direct debit only functions between Eurozone countries (i.e. France, Germany, Belgium, Austria, Finland and the Netherlands).</li>
</ul>
 All payments are handled by our partner Stripe, one of the market leaders in online payments, and trusted by companies such as Facebook, Pinterest, and UNICEF. Check out our article on how to manage your Premium plan <a href="https://support.zervant.com/hc/en-gb/articles/360036368851-How-can-I-manage-my-Premium-plan-" target="_self">here</a>.

You can individualise your invoices by adding your own company logo. There are three options to do so:
<ul>
<li>From your >Home screen, click on >Add company details
</li>
<li>Under >My Account >Company details
</li>
<li>When creating a new invoice on the right upper corner under >Add company details
</li>
</ul>
 
<h2 id="h_01HS0VF8YW7EBAVWHDVAYVNQ06">Uploading a new company logo</h2>
To add a new logo, click the empty thumbnail in the Company logo field to upload a picture from your computer. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360046068911_69489f5100.jpg" alt="Screenshot_17.png">
The supported file formats are JPG, JPEG, PNG and GIF. For best results, we recommend using a square PNG image. The maximum size of the image file is 5 MB.
 
<h2 id="h_01HS0VF8YWTB8H5ZWAQKTT5TKA">Cropping your company logo</h2>
The size of the logo area on the invoice can't be changed. However, if you use a square logo that is cropped to take the maximum space available, it should be sufficient to make your invoice stand out. You can see two examples below: <img style="width: 300px; height: 158px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043262432_08e9407702.jpg" alt="">
Both logo examples are almost square. However, the version on the left will appear smaller on the invoice than the version on the right because the logo on the right has been cropped to remove the blank space around the logo. You can crop the logo when adding it under Company details, and the cropping will optimize the space reserved for the logo. You also have a preview on the right, to show you how it positions on the invoice.  <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4418567300881_931cdda228.jpg" alt="crop_your_logo_EN.png">
 Another thing we can suggest is to only have the actual company logo in the image file that you'd like to use. If your company logo also contains the name of your company as a part of the image, this is something that may be making the logo smaller as it's sharing the space with other information that is part of the image: <img style="width: 300px; height: 158px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043306491_91ab9a5a66.jpg" alt="">
The logo image on the left will show a very small company logo since the shape of the image isn't a square or close to it. And the reason for this is because it also contains the name of the company in the same image. The version of the right has been cropped to only include the logo and to be a square and this is why it's going to appear bigger on the invoice.
The name of the company and other company information is already part of the invoice (if provided in >My Account) as there's a designated area for such information elsewhere on the invoice.
 
 
<h2 id="h_01HS0VF8YW0WGBMWKQTSHNCDR1">Removing the logo</h2>
To remove an uploaded logo, hover over the previously uploaded logo and click the >'x'.

<div dir="ltr">
With Zervant you can create and send estimates to your customers. 
 
<h2 id="h_01HRXYQSZCVVQTAEV869G11ZSE">Creating an estimate</h2>
1. Go to the tab >Estimates and click >New estimate. All your created estimates will appear on the left side of the screen <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17516621850013_157c69bc62.jpg" alt="Screenshot 2024-03-14 at 09.49.28.png">
 
2. The estimate editor will open. Fill out the details and choose how you want to customise your estimate using the settings panel on the right side. When you are happy with the content, click >Next and you will be taken to preview the finished estimate <img style="width: 650px; height: 278px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313231_e76a36d198.jpg" alt=""> 
 
3. >Approve and send your estimate to your customer right away or >save as a draft to send it later. Press >Go back to make changes in your estimate <img style="width: 650px; height: 249px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313251_79f095f232.jpg" alt=""> 
 
/!\ If you have more than 8 lines in a description field, everything after that will be cropped, and the text will not appear on your document. To avoid that, create more than 1 description field if you have more than 8 lines in one. 
 
<h2 id="h_01HRXYQSZDM1GC0F760Z64ZJCK">Converting an estimate into an invoice (only available for Premium plans) </h2>
Once your customer approves the estimate, you can turn it into an invoice. Just select the estimate you want to turn into an invoice and click >Convert to invoice on the right upper side. This will lead you to the invoice editor, where you can edit the invoice before approving and sending it. To find out more about how to create and send an invoice click <a style="font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Helvetica, Arial, sans-serif; background-color: #ffffff; font-size: 15px;" href="https://support.zervant.com/hc/en-gb/articles/360036368491" target="_blank" rel="noopener noreferrer">here</a>.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_17516630681373_7fd91f0dee.jpg" alt="Screenshot 2024-03-14 at 09.47.54.png">
</div>

Financing

Please note: this feature has been discontinued as from October 15th 2024!


Zervant can pay the invoice on your customer’s behalf so you get paid instantly.
It’s a huge benefit if you produce goods, pay employees or simply want better control of your business’ cash flow.
With 'Zervant Instant Pay' we’ll transfer the money to you today so you don’t have to wait for your customer to pay. Your customer will still pay the invoice directly to you. Please note, that your application for financing needs to be approved by Ageras Financing.  This service is only available in Finland and Sweden.
 
<h2 id="h_01HHQ3ZX10AW32TH2MNRDY3VJ5">Benefits of 'Zervant Instant Pay'</h2>
<ul>
<li style="font-weight: 400;" aria-level="1">
Fast: Free up liquidity within one business day - pay us when your customer pays
</li>
<li style="font-weight: 400;" aria-level="1">
Flexible: You decide which invoice to get paid instantly
</li>
<li style="font-weight: 400;" aria-level="1">
Customer centric: Your customer will get the invoice as normally and will not be affected
</li>
<li style="font-weight: 400;" aria-level="1">
Transparent: No interest or hidden fees
</li>
</ul>
<h2 id="h_01HHQ3ZX10KYHN0YB1F8S99QPF">How To Use It</h2>
If the invoice is eligible for the instant pay, you will see the offer in the invoice preview among “Approve and send” options.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11900648209053_4618e5eed0.jpg" alt="Zervant">
 
Selecting this option will open a dialog detailing the offering for the invoice. After clicking on the “Apply” button, the invoice will be finalized, and the application will be sent to Ageras. 
NB! You will still need to send the invoice to your customer. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4797126932381_07e26ae6d0.jpg" alt="send invoice to customer">
 
If this is your first application, or you haven’t finished it before, you will be requested to fill in some company details and sign the contract. This is a step authorities require us to complete before transferring money to your account. 
 
<h2 id="h_01HHQ3ZX10TM2MQ9JC2W7J22B2">Questions?</h2>
If you have questions then contact us via email <a class="c-link" tabindex="-1" href="mailto:finance-support@zervant.com" target="_blank" rel="noopener noreferrer" data-stringify-link="mailto:finance-support@zervant.com" data-sk="tooltip_parent" aria-haspopup="menu" aria-expanded="false" data-remove-tab-index="true">finance-support@zervant.com</a>
<ul>
<li style="font-weight: 400;" aria-level="1">
What is 'Zervant Instant Pay'? 'Zervant Instant Pay' is invoice financing where we’ll pay out the invoice amount (minus a fee that you know upfront) immediately to your bank account. The total invoice amount will be repaid to us after the invoice due date. When we pay out the financing amount you receive a statement with the relevant information such as amount, payment information and due date.
</li>
</ul>
<ul>
<li aria-level="1">
What are the requirements for my company? We have the following requirements:
</li>
</ul>
<ul>
<li style="list-style-type: none;">
<ul>
<li style="font-weight: 400;" aria-level="2">The company must be a customer of Zervant (in Finland, Sweden or the Netherlands).</li>
</ul>
</li>
</ul>
<ul>
<li style="list-style-type: none;">
<ul>
<li style="font-weight: 400;" aria-level="2">The company owner(s) must not have negative entries in a debt register or BKR.</li>
</ul>
</li>
</ul>
<ul>
<li style="list-style-type: none;">
<ul>
<li style="font-weight: 400;" aria-level="2">The company owner(s) must guarantee the loan amount.</li>
</ul>
</li>
</ul>
<ul>
<li aria-level="1">
How can I use the 'Zervant Instant Pay' option? If the invoice is eligible for the 'Zervant Instant Pay' application, you will see the “Get Paid Now” option in the invoice preview. Use this option to send us an application for a payout. If you haven’t filled out the application form before, you will be requested to do so after the application is sent. The form is filled only once for the company. Please remember that you still need to send the invoice to your customer.
</li>
</ul>
<ul>
<li aria-level="1">
Why don't I see the 'Zervant Instant Pay' option in the invoice preview? The following criteria must be met for invoices to be considered for financing:
<ul>
<li aria-level="1">Invoice amount: 150.00 € to 20 000.00 €</li>
<li aria-level="1">Payment terms: 14 days to 119 days</li>
</ul>
</li>
</ul>
<ul>
<li aria-level="1">
What does 'Zervant Instant Pay' cost? 'Zervant Instant Pay' will cost a small fee (typically 0.5% to 3% of the invoice amount). The fee will be visible before the money is paid out. The fee amount depends on the invoice amount, due date, your customer’s payment history and your company’s credit score. Your first invoice financed with 'Zervant Instant Pay' is free. 
</li>
</ul>
<ul>
<li style="font-weight: 400;" aria-level="1">
How does 'Zervant Instant Pay' affect my customer? You should send your invoice to your customer the same way as you do normally. Your customer will receive the invoice with your design, data, etc., and will pay directly to your account.
</li>
<li aria-level="1">
When and how will I repay the financing amount?  You must repay the invoice amount no later than 3 days after the invoice due date to the bank account found in the signup flow for this service. If you need to find the bank details for the repayment at a later stage, you can do so by logging in to <a href="https://app.agerasfinance.com/">https://app.agerasfinance.com/ </a>by using your email. You will get a one time password that you can use to log in on the next page.
</li>
<li aria-level="1">
What if my customer does not pay? Simply remind your customer as usual if they do not pay on time, e.g. through Zervant. We expect to get our money back 3 days after the invoice is due. If your customer has not paid yet, and you do not have free liquidity, please contact us at <a href="mailto:finance-support@zervant.com">finance-support@zervant.com</a>, and we will arrange a postponement agreement together if needed.
</li>
<li aria-level="1">
Who is the lender? The product is provided by Zervant in collaboration with Ageras Finance, which is registered as a lending company with the Danish Financial Supervisory Authority. Ageras Finance is founded by the Ageras Group, of which Zervant is a part.
</li>
<li aria-level="1">
How quickly can I get the amount paid out? We transfer the money the same day your application is approved.
</li>
<li aria-level="1">
What information do you need for application and credit assessment? In connection with the loan application, an individual credit assessment is made and in this connection, your accounting information is obtained from Zervant. In some cases, additional information may be needed, for example from the tax office for the company owner.
</li>
<li>
Why do you offer Immediate Payment? As part of Ageras Group, we want to help the self-employed to succeed with their business. We do this e.g. by offering financing for expansion, growth, purchases of goods, purchases of assets etc. 
</li>
</ul>

A credit note is a document issued by a seller to a buyer. It is issued in the circumstance of a previously issued invoice needing to be eliminated (e.g., in case of damaged goods or errors in issued invoice). A credit note can also be issued if a customer returns goods to you. The balance of payment is then settled by issuing the credit note.
The credit note must show the following information:
<ul>
<li>Reason - why it was issued</li>
<li>Total amount credited (excl. VAT %)</li>
<li>Number and date of the original VAT invoice</li>
</ul>
A credit note issued in Zervant lists the products, quantities and agreed prices for products or services the seller invoiced the buyer and are now to be reversed.
In Zervant, you can create a credit note of an invoice marked as Not Paid.


 
<h2 id="h_01F9GFPXH3TC10NP9WMT7JPCVS">Credit note for an existing invoice</h2>
<ol>
<li>Go to the tab >Invoices 
</li>
<li>Choose the invoice (mark as >Not paid if needed)</li>
<li>On the right side of the screen, click >More >Credit note.</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16009372303389_ea8c932e25.jpg" alt="credit note.png">
 4. Our system automatically fills the information of the original invoice. You can leave a note for your customer in the message field.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403349382545_78c6164c8d.jpg" alt="Credit_note_from_existing_invoice.png">
 
5. After approving the credit note, the original invoice and the credit note are automatically marked as paid. The next number in your invoice numbering sequence will be assigned to the credit note.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403349421969_2b5df97019.jpg" alt="Credit_note_list_view.png">
Please note:
<ul>
<li>It is currently not possible to create credit notes for Custom Payment Schedule invoices.</li>
<li>PLease note that we do not offer partial credit notes yet, meaning you can not change the amount to be credited.</li>
<li>It is currently not possible to delete a credit note. This functionality will be added during the fall 2024.

In Zervant, you have probably noticed that the document you create can go through different status. Below is a little guide to help make a difference between simple drafts and approved documents :
 
<h2 id="h_01HMBVR3J1YM3NCK91MRCVKVQA">Draft documents</h2>
Drafts can be edited as often as needed and deleted.
Edit: If you need to edit your company/payment information, you can do so either through the invoice >Settings in the right panel, or>Save as draft and add the information in >My Account. Please note when updating the information from "My Account", it will not be automatically updated to the draft document: select the draft document again, click >Edit and >Save as draft again to update the information. 
Approve and send: When you feel the draft is ready to be sent, click >Preview to review your invoice and create an official document by clicking >Approve and send. Select from the options how you want to send your invoice.
Delete: To delete a draft, click on >Delete from the tab >Invoice. Please note that a deleted draft cannot be restored.
 
<h2 id="h_01HMBVR3J1DWZZWW850GHYQGAD">Approved document</h2>
When you create an invoice or estimate, you can choose to approve it right away (without saving it as a draft). 
Create a New invoice and once you are ready, click Preview to review your document. To finalise, click Approve and send and choose from the options how to send your invoice:
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065128531_3b425438be.jpg" alt="approve_and_send_invoices_with_zervant.png" width="196" height="304">
 
- By Email: Send your invoice via email to your customer. There are no limitations on how many email invoices you can send to your customer.
- Download PDF: Your invoice will be created as a PDF and the document will be automatically downloaded to your computer.
- Approve and close: Your invoice will be officially created and the editor will be closed. You can see the official document in your tab >Invoices and e.g., send it later to your customer from there.
- Zervant also offers <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">premium delivery options</a>: send your invoice <a href="https://support.zervant.com/hc/en-gb/articles/360036009212" target="_blank" rel="noopener noreferrer">by post</a> or as an <a href="https://support.zervant.com/hc/en-gb/articles/360036369891" target="_blank" rel="noopener noreferrer">e-invoice</a>.
 
Once an invoice is approved, the invoice will receive the next invoice number in line with your invoice numbering sequence. The number will be locked and cannot be reused again, even if you later delete the invoice. Additionally,<a href="https://support.zervant.com/hc/en-gb/articles/16148326984861" target="_blank" rel="noopener noreferrer"> you will no longer be able to edit the invoice once it has been approved.</a>   
<div>
<div> </div>
</div>

<h3 id="h_01HMBDZFF9THFR1EF2XYDH34K7">Significant changes in invoice modification: a legislation-compliant update</h3>
Since the 1st of January 2024, it is no longer possible to edit approved invoices. This decision takes into account recent and upcoming legislative accounting developments and is based on our commitment to provide an invoicing tool that fully complies with the law.
Accounting standards evolve to ensure increased transparency and more effective management of financial transactions. By aligning our policies with these changes, we ensure that our users comply with the latest standards.
 
<h3 id="h_01HMBDZAKK2GVK1XFHVW9JN20P">What does this mean for you?</h3>
As long as your invoices are at the draft stage, they remain editable.
However, once an invoice has been approved and appears under the "Created" status, it is no longer editable. Therefore, we encourage you to carefully review your invoices before approval to ensure the accuracy of the information they contain.
 
<h3 id="h_01HMBDZQEQKT2N1VXGTRX74X6Z">My approved invoice contains an error: what can I do ?</h3>
Despite all precautions, errors may sometimes remain in invoices, or your clients may require last-minute changes. If you find yourself in this situation, the steps to take will depend on the payment status of your approved invoice. For more details and advice on correcting both paid and unpaid invoices, please refer to our dedicated article <a href="https://support.zervant.com/hc/en-gb/articles/360036007672-Can-I-edit-delete-an-invoice" target="_blank" rel="noopener noreferrer">here</a>.

<div>
Download the Zervant mobile app for free and start using it on your mobile device right away! You can use the same login credentials as in the browser version. 
Please note: We are constantly developing our mobile applications to offer the same functions as in the full web app. Therefore, as it is an ongoing development process, some features might not be implemented in our mobile version yet. 
 
<h2 id="h_01HMB96484WQZDWF96KNG2Q45K">iOS App</h2>
When you open your app, you will see your dashboard with an overview of your due and outstanding invoices as well as your sales during the past 12 months.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9490533188509_f22e097435.jpg" alt="image_6487327__3_.JPG" width="286" height="475">
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9490534389533_49dcc5db61.jpg" alt="image_6487327.JPG" width="286" height="385">
 
<h2 id="h_01HMB96484KVEYDNR3Y59CPCNH">Invoice list</h2>
When you open the app, you will automatically start from the tab >Invoices wit all your invoices listed. 
<ul>
<li>You can filter your invoices by their status like in the web app or see more details of an invoice by tapping on it.</li>
<li>You can mark an invoice as >Paid by selecting an invoice, and tapping on the status button in the middle of the screen. From this view, you can also send the invoice, edit or delete it. <img style="width: 417px; height: 726px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268072_d5bc3c89fc.jpg" alt=""> </li>
</ul>
 
<h2 id="h_01HMB96484ZS4MXJSZTPXRP4SP">Invoice creation</h2>
1. Tap the >plus-button (+) on the top right-hand corner of your screen to create a new invoice. This takes you to the editor, where you can select your customer, add your invoice rows and specify any other details you wish to include.
<img style="width: 419px; height: 725px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311771_89da68d38d.jpg" alt="">
 
From the >Invoice number button at the top, you can specify other aspects of your invoice (e.g., reference number, discount, currency and language of the invoice).
Tap >Add item to add and modify the product/service from your database to your invoice. Using the >three dots next to "Add item" to add titles, text fields and subtotals to your invoice.   2. Once you are ready to send your invoice, tap on either >Next to preview the invoice or the >three dots icon beside it to >save as a draft. From the preview, you can click on the >box-arrow in the top right-hand corner to send your invoice.
The current delivery options supported in the mobile app are:
<ul>
<li>Send by email</li>
<li>Send as e-invoice</li>
<li>Send via post</li>
<li>Download as PDF</li>
<li>Share with a link</li>
<li>Approve and close</li>
</ul>
 
<h2 id="h_01HMB96484KFCZE2DNPEWMAMB4">Customers and products</h2>
By tapping on the corresponding tab, you can navigate to your >customer and product lists. <img style="width: 420px; height: 730px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268092_fc104c7c73.jpg" alt=""> 
Here, you can add customers and products via the >plus-button (+) along with any additional information. To add them to your database, tap >Save in the top right-hand corner.
 
<h2 id="h_01HMB96484X4NR01CTEAMS0KP6">Additional features</h2>
By navigating to >More, you can check your account and read more about our application from the About us section. Tap >Support to check our Help Centre or contact our customer support team. We are constantly improving the app and will expand the list of supported features in the future.
 
If you wish to subscribe to a Premium plan, please navigate to our web version at <a href="https://secure.zervant.com/login/login/en">https://secure.zervant.com/login/login/en</a>
For more information about mobile app functions, please check out <a href="https://support.zervant.com/hc/en-gb/articles/360036007772" target="_self">What is available on the Zervant mobile app?</a>
</div>
<div>
<div> </div>
</div>

In this article, you can find information on everything you need to know before taking your app into use.
1. <a href="#h_01FY8R9EH0VV3946M2KBHJMR0P" target="_self">Sign-up on the mobile apps</a>
2. <a href="#h_01FY8RD8SJG4RXN5F492KY994J" target="_self">How can I reset my password or change my login email?</a>
3. <a href="#h_01FY8REYZ9RQ1WNR6YWCGCSFW5" target="_self">What is available on the mobile apps</a>
 
<h2 id="h_01FY8R9EH0VV3946M2KBHJMR0P">Sign-up on the mobile apps</h2>
 
You can download our apps (iOS and Android) from your AppStore/PlayStore. 
When signing up, please select the country your business is registered in. After that, all country specific settings are uploaded to the app and the country can not be changed anymore.
 
Please remember to update the Zervant app regularly so that you always have access to the newest features and system updates.
The use of our app is free. You can use Zervant's free version for as long as it suits your needs. When you business grows and you need more features, you can upgrade your plan through the web browser. You can find our plans and prices on our website: <a href="https://www.zervant.com/en/pricing/">https://www.zervant.com/en/pricing/</a>
 
<h2 id="h_01FY8RD8SJG4RXN5F492KY994J">How can I reset my password or change my login email?</h2>
If you forgot your password, please click on "Forgot your password?" under the login screen of your app. You will receive an email to your login email address in order to reset your password. 
If you wish to change your login email address or password, you can login to Zervant on your computer and navigate to My account >User account and change User email and password there.
 
<h2 id="h_01FY8REYZ9RQ1WNR6YWCGCSFW5">What is available on the mobile apps</h2>
<div>The Zervant mobile app is constantly being updated and improved, but currently it’s possible to do the following in the app:</div>
<div> </div>
<ul>
<li>Create invoices and estimates.</li>
<li>Send your invoices and estimates via email or post or download them as PDF.</li>
<li>Send your invoices and estimates as a link through any messaging app.</li>
<li>Access your invoice list and get an overview of your paid and overdue invoices.</li>
<li>Access your estimate list and get an overview of your accepted and rejected estimates.</li>
<li>Change the status of your invoices to track overdue invoices.</li>
<li>Add and edit your customers.</li>
<li>Add and edit new products and services.</li>
</ul>
<div> </div>
<div>Additional services are available in the web-app. These include:</div>
<div> </div>
<ul>
<li>Receipts, payment reminders, payment schedules, time tracking, delivery notes and online payments.</li>
<li>Additional default invoice settings : message, footnote, VAT, currency and preferred payment methods.</li>
<li>Subscribe to a Premium plan.</li>
</ul>

<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 0px 0px 1.25em; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Conforming to the regulations set forth by the European Commission, we have incorporated a VAT number validation feature into our tool.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">As an online invoicing and software service, Zervant falls under the purview of European legislative exceptions regarding online services. The general principle is that the VAT rate of the country where you purchase the service is applicable. Therefore, as Zervant is based in Finland, our subscriptions are invoiced with a VAT rate of 25,5%.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">However, if you possess an intra-community VAT number, which is valid for cross-border transactions within the European Union, the VAT rate will be excluded from your purchase price.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">To ensure that your VAT number is indeed valid for cross-border transactions within the EU, please visit the European Commission's website at the following address: <a style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; color: rgba(41,100,170,var(--tw-text-opacity)); text-decoration: none; font-weight: 400; --tw-text-opacity: 1;" href="https://ec.europa.eu/taxation_customs/vies/#/vat-validation-result" target="_new">https://ec.europa.eu/taxation_customs/vies/#/vat-validation-result</a>
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Upon logging into your Zervant account, when subscribing to a paid subscription, if an error message appears while validating your VAT number, please follow the steps below:
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Step 1: First, ensure that there are no typos in the VAT number, make sure you have added the country code preceding the number in uppercase (BE**********), and that the number does not contain any dots or punctuation marks.
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Step 2: If the system does not recognize the VAT number despite it being a valid intra-community VAT number according to the European Commission, you will need to click directly on the number and then on the "Save" option that appears below the number.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16098287707549_c5c669571d.jpg" alt="Screenshot 2024-01-15 at 11.10.39.png">
<span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">It may take a few seconds for the system to process the save.
<span style="color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;">Once this process is completed, the VAT number should appear as valid (the error message should disappear, and a small green symbol should appear to the left of the number).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16098209841949_d1cef6e8d6.jpg" alt="Screenshot 2024-01-15 at 11.21.30.png">
 
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 0px 0px 1.25em; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Step 3: If the procedure described in Step 2 fails, repeat the process several times until the system records the update (which may occur in case of overload on the European Commission servers).
<p style="border: 0px solid #d9d9e3; box-sizing: border-box; --tw-border-spacing-x: 0; --tw-border-spacing-y: 0; --tw-translate-x: 0; --tw-translate-y: 0; --tw-rotate: 0; --tw-skew-x: 0; --tw-skew-y: 0; --tw-scale-x: 1; --tw-scale-y: 1; --tw-scroll-snap-strictness: proximity; --tw-ring-offset-width: 0px; --tw-ring-offset-color: #fff; --tw-ring-color: rgba(69,89,164,.5); --tw-ring-offset-shadow: 0 0 transparent; --tw-ring-shadow: 0 0 transparent; --tw-shadow: 0 0 transparent; --tw-shadow-colored: 0 0 transparent; margin: 1.25em 0px 0px; color: #374151; font-family: Söhne, ui-sans-serif, system-ui, -apple-system, ' Segoe UI' , Roboto, Ubuntu, Cantarell, ' Noto Sans' , sans-serif, ' Helvetica Neue' , Arial, ' Apple Color Emoji' , ' Segoe UI Emoji' , ' Segoe UI Symbol' , ' Noto Color Emoji' font-size: 16px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: pre-wrap; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;">Step 4: If, despite all your attempts, the number remains invalid, we encourage you to contact us directly.

<h2 id="h_01HKVW6FNNZX6RFG3NC70QKZPG">Understanding Late Payment Fees</h2>
Late payment fees are charges applied to an invoice when a customer fails to pay by the due date. These fees compensate for the delay and encourage timely payments in the future.
Here is how to create and send your late payment fee invoice to your customers.
⚠️ IMPORTANT: Before getting started, make sure you have mentioned your late payment fee policy in your terms and conditions and that it is also showing on your invoices. You will not be legally able to charge the fee otherwise.
<h2 id="h_01HKVW6RMX3S0FKRYWAMWQ0812">Create a New Invoice for the late payment fee</h2>
<ol>
<li>
Send a Reminder: Before sending the late payment fee invoice, you might want to send a reminder for the original invoice. You can do this manually or set up automatic reminders in Zervant. More information about that here: <a href="https://support.zervant.com/hc/en-gb/articles/360036009412" target="_blank" rel="noopener noreferrer">Creating payment reminders</a>.</li>
<li>
Determine the late fee: Before creating the invoice, decide on the late payment fee amount. This could be a fixed fee or a percentage of the original invoice.</li>
<li>
Create a New Invoice: In Zervant, go to the Invoices tab and create a New invoice.</li>
<li>
Invoice Details: Title the invoice clearly, for example, "Late Payment Fee for Invoice #XXX". Ensure to reference the original invoice number for clarity in the message field.</li>
<li>
Enter the Fee Amount: Add a product line with the late payment fee as the amount, and approve the invoice. The product type for the fee is "services".</li>
</ol>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_16025339062813_9cd569642f.jpg" alt="image (14).png">
 
<h2 id="h_01HKVWV5XH741KV3DHGP6SN8RW">Note:</h2>
- Premium Plan Features: Remember, some features, like payment reminders, are part of Zervant’s Premium subscription. - Online Payments: Activate online payments to make it easier for your customers to settle their dues, including late payment fees.
<h2 id="h_01HKVWVMN6NTD1Z288BBCTNMKA">Conclusion</h2>
Adding late payment fees in Zervant is straightforward. It not only helps maintain a healthy cash flow but also ensures your business policies are respected. Always communicate clearly and professionally with your customers regarding any additional fees.

With Zervant you have a function to remind your customers to cover your invoices. You can either send your customers a manual reminder or set up an automated process that will inform your customers based on your settings. Please note that Payment reminders are a function available in <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">Zervant Premium subscriptions</a>. 
 
<h2 id="h_01HKQ41Q09NFHYEEM4HJSJW39G">Manual reminders</h2>
You can create a manual payment reminder on the tab >Invoices by selecting an invoice and then clicking >Send reminder on the right side of the screen. Choose your preferred delivery method from the drop-down menu: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_15980960503197_1478656ec4.jpg" alt="send reminder.png">
When sending by email, you can choose the subject of the email and edit your message.
 
<h2 id="h_01HKQ41Q09WF2C3AHKN6NSK0XB">Automatic reminders</h2>
Alternatively, you can set up Automatic reminders. Enable this feature under >My account >Payment reminders and choose from the different options to send a payment reminder:
<ol>
<li>A set number of days before the invoice due date by email</li>
<li>On the invoice due date by email</li>
<li>A set number of days after the invoice due date by email - this option allows you to also send recurring reminders: for example, set as "7 days", Zervant will continue send a reminder every 7 days after the due date until the invoice is marked as paid</li>
<li>A set number of days after the invoice due date by post</li>
</ol>
It is possible to activate selected options or all options based on your own preference.
Automatic reminders sent before or on invoice due date can only be sent via email. You are able to edit all subjects and messages that are sent via email. If you want to send automatic reminders by post, you can only send it out after the invoice due date. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313091_8a74d700c5.jpg" alt="5dd2eea1f1302.png">
 
<h2 id="h_01HKQ41Q09X7767RDGBW4WK1J8">Please note:</h2>
<ul>
<li>There is no limit on how many reminders you can send by email. Just remember if you send them by post, they will count toward your premium plan delivery quota (e.g., on the Zervant-PRO plan you can send a total of 10 invoices/reminders by post per month).</li>
<li>Unfortunately, it is not yet possible to add a late payment fee to the reminder. </li>
<li>Activate <a href="https://support.zervant.com/hc/en-gb/articles/360036369911" target="_blank" rel="noopener noreferrer">Online Payments</a> to make it easier for your customers to pay you from your payment reminders </li>
</ul>

As 2023 marked a significant evolutionary turning point for our software, 2024 promises to be even more captivating. Without further ado, and to start this new year on the right foot, here are some crucial pieces of information you don't want to miss:
<ul>
<li>
End of invoice editing: Starting January 1, 2024, for accounting compliance reasons, any modifications to invoices after their approval will no longer be allowed. We recommend that you carefully check all details before validating the invoice. From then on, you will need to cancel and recreate any incorrect invoices. We have prepared a summary article on the topic: <a style="background-color: #ffffff; font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Helvetica, Arial, sans-serif;" href="https://support.zervant.com/hc/en-gb/articles/360036007672">Can I edit/delete an invoice?</a>
</li>
<li>
New Mobile App: The new mobile app was launched just before Christmas. This is a significant advancement, allowing us to provide you with an ever more enjoyable experience, and to better contribute to the development of your business. Do not hesitate to share your feedback and suggestions. We hope you will like it as much as we do!</li>
</ul>
 
And don't forget, as every year:
<ul>
<li>
New year, new invoice numbering: If you use the current year as a numbering prefix, remember to change it with your first invoice of 2024! Here's how to do it: <a href="https://support.zervant.com/hc/en-gb/articles/360036368671">How can I change my invoice numbering prefix from 'TEST' or '2023'?</a>
</li>
<li>
Recurring Invoice Numbering: Also remember to modify the prefix on each of your recurrence profiles if you use the year. You can find the procedure in this article: <a href="https://support.zervant.com/hc/en-gb/articles/4415498053137">Changing the numbering sequence for recurring invoices</a>.</li>
</ul>
 
We are eager to accompany you throughout this year and to offer you an increasingly enriching experience with our software. Do not hesitate to contact our team for any questions or requests for assistance.
 
Wonderful wishes for 2024!
The Zervant Team

<div>
Zervant uses a semi-automated sequential numbering system. It ensures that all your invoices are assigned a legally-compliant invoice number, avoid duplicate invoice numbers while allowing you to flexibly change your invoice numbering sequence if needed.
Once set, Zervant automatically assigns a sequential invoice number which applies to both invoices and credit notes.
 
<h2>Your first invoice number prefix is automatically set as TEST</h2>
When you create your first invoice, the invoice number will be "TEST-1" ("TEST" = prefix; 1 = invoice number). This allows you to identify all test invoices when trying out to create invoices for the first time. You have to change the prefix yourself once you are ready to start invoicing your customers.
<a href="https://support.zervant.com/hc/en-gb/articles/360036368671" target="_self" rel="undefined">Here</a> is how to change your invoice number prefix.
 
<h2>Setting up your invoice number</h2>
When you start creating invoices for your customers, you can set up the invoice numbering by creating a new invoice and clicking on >Change (next to Invoice number). <img style="width: 650px; height: 415px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043262892_5dd2ec8a1152c_75a11968e2.png" alt="Change invoice number in Zervant">
 
This opens the invoice numbering menu: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063794171_Invoicenumbering_2b3603d07d.png" alt="Invoice number menu in Zervant" width="640" height="447">
Here, you can set up your first invoice number. If you wish, you can add a new prefix to your invoice number (e.g., 2020). This automatically creates a hyphenated invoice number (e.g., 2020-1). Once set, the invoice number continues sequentially with each newly approved invoice (e.g., 2020-2; 2020-3; etc.). Your invoice number does not need to start with one (1) - when setting up a new invoice number and prefix, you can set any number you like (e.g., 2020-101; 2020-123; 2020-999; etc.). 
Once you have set your invoice number and approved your invoice, the numbering sequence CANNOT BE EDITED. This also applies to invoice numbers without a prefix ('no prefix' acts as set prefix). 
However, you can edit the prefix to create a new hyphenated invoice number (e.g., 1234-1). All previously used prefixes (e.g., "2020-" or "1234-") and their invoice numbering sequences of your invoices are automatically saved by Zervant and can be re-selected for your invoices.
 
<h2>Useful tips:</h2>
<ul>
<li>Any approved TEST invoices will also show in your Zervant Reports. Either <a href="https://support.zervant.com/hc/en-gb/articles/360036008752" target="_blank" rel="noopener noreferrer">issue credit notes</a> or "<a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">delete</a>" those invoices (>More >Delete) to void them.</li>
<li>The actual invoice number will only be allocated once you approve an invoice. Each invoice number can be used only once.</li>
<li>A draft invoice will always use the next possible invoice number as a placeholder meaning that multiple drafts can display the same invoice number.</li>
<li>The prefix and invoice number fields can not include special characters ('-/.,').</li>
<li>Your <a href="https://support.zervant.com/hc/en-gb/articles/360036370111" target="_blank" rel="noopener noreferrer">estimate</a> number can be chosen freely (but no letters or special characters). If you create an invoice from an estimate, the invoice will be automatically assigned the next invoice number from your invoice numbering sequence.</li>
<li>If you <a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">delete</a> an invoice, you cannot reuse the same invoice number
</li>
<li>If you set your prefix to match the current year (e.g., 2020), it will NOT change automatically at the end of the year. You need to manually edit the prefix at the start of each financial year (e.g., 2022).</li>
<li>If you use recurring invoice profiles, you need to change their invoice number sequence separately. Here are the instructions on <a href="https://support.zervant.com/hc/en-gb/articles/4415498053137" target="_self">How to change the invoice number sequence on recurring invoices?</a>
</li>
</ul>
</div>

To change your invoice numbering prefix, go to the invoice editor (>New invoice) and click >Choose next to the Invoice number: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_8738323143837_7b8511b3fc.jpg" alt="change_invoice_number.png" width="700" height="231"> 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_8738348150813_87e06ec622.jpg" alt="change_prefix.png">
 
A pop-up will open in which you can change the prefix and set your invoice numbering sequence. Please check our <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_blank" rel="noopener noreferrer">Invoice numbering</a> article for more details.
 
<h2 id="h_01HJ8DQ7SBYXRRB71B27M4W039">For recurring invoices: </h2>
If you have several recurring invoice profiles, we invite you to read this article: <a href="https://support.zervant.com/hc/en-gb/articles/4415498053137-How-to-change-the-invoice-number-sequence-on-recurring-invoices-" target="_self">How to change the invoice number sequence on recurring invoices?</a>
 
If you have only a few, you can follow the Click on your recurring profile > Edit, and Change the numbering sequence, and save. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4415413995665_0487b14382.jpg" alt="mceclip0.png">
 
Any recurring profile will keep the numbering sequence it was created with, until it is edited. 
 
<h2 id="h_01HJ8DQ7SBXTR067WNSR84JP62">Please note:</h2>
<ul>
<li>You have to approve the invoice to save the new sequence</li>
<li>If you save your invoice as a draft, you will need to repeat the steps above to update the new prefix</li>
<li>It is NOT possible to change the prefix for already confirmed invoices</li>
</ul>
<h2 id="h_01HJ8DQ7SBCASC68E78J4KYVCC"> </h2>

When you refer Zervant to a friend, everyone wins. If your friend uses your personal referral link and signs up to one of our Premium plans, you’ll receive a cash reward and your friend will be able to use our Premium tools free for 30 days (free trials apply to pay-monthly plans only). Skip to the bottom to see the current referral rewards.
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11900505985309_7ceca20a1b.jpg" alt="Referral">
 
<h2 id="h_01HGWWPSNKK3P1E9HRTX900Z80">
How to use the referral link 
</h2>
<ol>
<li>
 Log in to Zervant and go to My Account > Refer Zervant
</li>
<li> Here, you will find a personal referral link that you can copy and share with anyone, as many times as you like. Share the link anywhere, over email, text message or social media.</li>
<li>
 Your friend can access Zervant through this link and create a new account. This new account will be subsequently counted as a "referred-account". If your friend does not use this link, their account will not be counted as one of your referrals.
</li>
<li> After setting up the referred-account, your friend can immediately use the free version of Zervant (check the notes below for more details).</li>
<li>
 To get your reward, and for your friend to get their 30 days of free Premium, your friend needs to subscribe to one of our <a href="https://www.zervant.com/en/pricing/">Zervant Premium plans.</a>
</li>
<li>
 Once your friend has subscribed, we will pay the reward to the bank account that you have entered under My Account > Payment methods. 
</li>
</ol>
For example, if your friend subscribes to the GROWTH monthly plan, they will receive 30 DAYS free use of the Premium tools and you will receive £54 every three months for 1 year, assuming they are subscribed to the same plan.
<h2 id="h_01HGWWPSNK3Z3C5DEVGAPJ06RW"> </h2>
<h2 id="h_01HGWWPSNK1PKBX318P84QCYE1">The Rewards</h2>
<ul>
<li style="font-weight: 400;" aria-level="1">Your friend will get an extended free trial of 30 days to one of our Zervant premium subscriptions (applies to monthly plans only).</li>
<li style="font-weight: 400;" aria-level="1">You’ll be rewarded the equivalent of 50% of their subscription fees (excluding VAT), paid quarterly, for 1 year. </li>
<li style="font-weight: 400;" aria-level="1">Please note that a valid bank account number (IBAN) is a prerequisite for a payout. Please also note that missing bank account details will result in the inability to process payments, even retrospectively.</li>
<li style="font-weight: 400;" aria-level="1">Rewards are paid quarterly and depend on the referred-account subscription fees that have not been disputed.</li>
<li style="font-weight: 400;" aria-level="1">You can refer Zervant to as many people as you want.</li>
<li style="font-weight: 400;" aria-level="1">
You can find the full terms of the referral programme <a href="https://www.zervant.com/en/referral-terms/" target="_self">here</a>.
</li>
</ul>

As a new Zervant user, you are now able to create a new Zervant account by using Apple or Google as a sign-in method.
If you already have an existing Zervant user account, you can connect your Apple or Google account to your Zervant account.
NOTE: Please carefully read the instructions <a href="#h_01GA0H3PVQ4KS9Y10HHDFVS4F9" target="_self" rel="undefined">here</a> before connecting your existing Zervant user account with your Apple or Google account. 
 
<h2 id="h_01H9R01Y2S076MAEEHWAQR2E78">Create a new Zervant account with Apple or Google</h2>
You can easily create a new Zervant account with your Apple or Google account in one click!
Visit our sign up page at <a href="https://secure.zervant.com/login/signup/en">https://secure.zervant.com/login/signup/en</a> and select your preferred method (Apple or Google) you wish to create your new Zervant account with.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244583972637_6a62f93ddf.jpg" alt="3rd_party_1st_pic.png">
You will be automatically redirected to Apple’s or Google’s website to authenticate your accounts by entering your Apple/Google email address and password.
WARNING: When creating your Zervant account with Apple’s “hide my email” feature, it is not possible to change that email address later. Please check <a href="#h_01GA0H4M60RMT7VH590KM0467X" target="_self" rel="undefined">here for more information</a>.
Once completed, just select the country in which you will operate and your account will be created!
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244631497885_a1af115022.jpg">
When logging in, you just visit our Zervant login page and select the method you created your Zervant account with (Apple or Google).  Please note, that if you have created your account using the Google/Apple option, it is not possible to change the login method to email and password at a later stage. Also note, that your login credentials are now entirely handled through your Google/Apple account, meaning that you cannot change the password via Zervant.  
Please note: If you login with Apple or Google using another email address than your user name, it will automatically create a new account instead of logging you into your existing one. If you have accidentally created a new account, you can delete your account by going to >My account >User account and clicking on “Delete” in the upper-right corner.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244632657181_b34998feff.jpg" alt="3rd_party_3rd_pic.png">
<h2 id="h_01H9R01Y2S4EAVZ82NFY8SQEYJ"> </h2>
<h2 id="h_01GA0H3PVQ4KS9Y10HHDFVS4F9">Connect your existing Zervant user account with Apple or Google</h2>
If you already have an existing Zervant user account, you can easily connect your Apple or Google account to it in one click!
Please carefully check the instructions below to make sure your Apple/Google account is connected to your Zervant account. The following points are very important to know before connecting the accounts:
Once you've linked your Zervant account to your Apple or Google account, they cannot be disconnected. Please also note that after the connection, your Zervant login information is handled via your Google/Apple account. If you no longer have access to your Google/Apple account, it is not possible to change your Zervant username or password. 
In order to connect your existing Zervant user account with your Apple/Google account, it is essential that your Zervant user name (email address to login) is identical to your Apple/Google email address!
To do so, please check our instructions below: 
1. First login to your Zervant account using your current user email address and password
2. Go to >My Account >User account
3. Check your current user name and make sure that the email address is identical to your Apple/Google account email address.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244586581533_a63826ca7c.jpg" alt="3rd_party_4th_pic.png">
4. If your current user name is not identical to your Apple/Google email address, please change your user name first by clicking on >Change user name and confirm the change with entering your current password.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244634753949_b672a13c8e.jpg" alt="3rd_party_5th_pic.png">
5. Once the change is done, you can log out from your Zervant account.
6. Go to the login page and select the method you would like to connect your Zervant account with (Apple or Google).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6244588132765_a6a9eb7023.jpg" alt="3rd_party_6th_pic.png">
7. You will be automatically redirected to Apple’s or Google’s website to authenticate your account by entering your Apple/Google email address and password.
8. Once completed, you are logged in to your Zervant user account! You have now the option to login to your Zervant user account by either entering your email address + password or by simply clicking on the Apple/Google method.
 
<h2 id="h_01GA0H4M60RMT7VH590KM0467X">Using “Hide my email” when signing up or logging in with Apple</h2>
When using Apple as a signup or login method, please note the following when using the “Hide my email” function.
 
<h3 id="h_01H9R01Y2S881Y0FST1BMAMW82">Creating a new Zervant account with Apple’s “Hide my email” function</h3>
It is possible to select Apple’s “Hide my email” option when creating a new Zervant user account. Apple will assign a randomised email address on your behalf that will be used for the Zervant account creation and login.
However, it will not be possible afterwards to change that email address on Zervant or Apple. The only option would be to delete your Zervant account under that randomised email address and create a completely new Zervant user account. 
 
<h3 id="h_01H9R01Y2SMMKPBQ8JX1GTKQV3">Connect an existing account with Apple’s “Hide my email” function</h3>
It is currently not possible to use Apple’s “Hide my email” function to connect it to your existing Zervant user account.
In order to connect an existing Zervant user account with your Apple account, you need to use the identical email address that is shown under your Zervant user name and the email address of your Apple account. Click <a href="#h_01GA0H3PVQ4KS9Y10HHDFVS4F9" target="_self" rel="undefined">here</a> for more information.

If you have an agreement with your customer to provide them with the same products/services on a regular basis, you can set up a >Recurring Invoice Profile. This allows you to create a repeating invoice on a set time interval. Invoices created by a Recurring Invoice Profile will appear under the tab >Invoices and can be managed as usual. However, this is a Premium feature only available for users on a<a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer"> Zervant PRO-plan</a> or higher.
 
<h2 id="h_01HBDDSCVZG0FFB8TTSEBB92Z1">How to set up a Recurring Invoice Profile</h2>
1. There are three options creating a Recurring Invoice Profile:
<ul>
<li>When creating a new invoice by clicking on the green >New invoice drop-down menu selecting >New recurring profile,</li>
<li>By selecting the sub-tab >Recurring profiles and clicking the green button >New recurring profile,</li>
<li>When creating a new invoice in the invoice generator by checking the box >Recurring invoice on the right-hand panel</li>
</ul>
<img style="width: 650px; height: 131px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043311411_ee2c4a76f4.jpg" alt="">
 
2. This opens the recurring invoice settings at the top of the invoice editor. Set the >First invoice date (replaces date of invoice; cannot be set in the past) and the >Frequency of recurring invoice as:
<ul>
<li>Weekly</li>
<li>Biweekly (every second week)</li>
<li>Monthly (same day as first invoice)</li>
<li>Monthly (last day)</li>
<li>Quarterly</li>
<li>Semiannually (every 6 months)</li>
<li>Annually</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899533632029_f5b40f76f0.jpg" alt="Recurring">
 
3. Select the Duration - this can be indefinitely or set to a defined to a number of times
4. Choose the Delivery - select between >Create and send by email, or >Create only options.
When selecting >Create and send by email, you can click >Edit message to open the recurring invoice sending modal, where you can set the recipients and edit the message. Please note that the email subject line is automatically set and cannot be edited. At this time, it is also not possible to add attachments to recurring invoice profiles.
Create only will generate the invoice, but will not send the invoice to the recipient and will need to be activated at a later date. At this time, it is only possible to send recurring invoices by email, but you can manually send recurring invoices by e-invoice or by post choosing it from the invoice list and clicking >More >Send by e-invoice/post.
5. If you want to be notified each time the recurring invoice is created or sent, select the corresponding tick-box. 
6. >Preview your first recurring invoice and your settings. Clicking >Save draft will not activate your recurring invoice profile and will not generate invoices yet. Clicking >Start recurring profile will start generating invoices from the first invoice date. If the date of first invoice is the same date of first sending, then the first invoice will be generated and the recurring invoice profile will begin.
 
<h2 id="h_01HBDDSCW01YW6EBD05YBCQEQG">Following up on Recurring Invoice Profiles</h2>
Once a recurring profile is created, it can be accessed from the sub-tab >Recurring profiles of the tab >Invoices. All necessary information about the recurring profile can be found from here, including the Customer, Date of creation, Frequency, Repetition (e.g., how many invoices were created so far), and Status (Active, Inactive, or Completed):
<ul>
<li>
Active denotes profiles that are currently sending invoices</li>
<li>
Inactive indicates paused profiles (i.e., invoices are not being sent)</li>
<li>
Completed are profiles that have sent the pre-determined number of invoices - these cannot be reactivated</li>
</ul>
Under the sub-tab >Recurring profiles, you can manage the status of your profiles, see the invoice sending history, see when the next invoice will be created, and >edit the recurring profile to change the subsequent invoices. Finally, you can remove a recurring invoice profile by selecting it and clicking >delete. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899537879325_9e22ee0cc4.jpg" alt="Delete">
 
<h2 id="h_01HBDDSCW0TRY50STSVJK8PYQY">Please note:</h2>
<ul>
<li>If the date of a recurring invoice profile is set on the 31st day of each month, it will be created/sent on the last of months that have fewer than 31 days.</li>
<li>When setting the frequency of a recurring invoice profile as Monthly (end of the month), the first invoice will automatically change to the end day of the current month.</li>
<li>The information in the email will be the same for each invoice sent in the recurring invoice profile, except the invoice number shown in the email subject line. </li>
<li>Issues with sending invoices will appear under the invoice in the tab >History.</li>
<li>If you delete a recurring invoice profile, it will NOT appear under the tab >Deleted, and cannot be recovered.</li>
<li>Recurring invoice profiles do not support Custom <a href="https://support.zervant.com/hc/en-gb/articles/360036008932" target="_blank" rel="noopener noreferrer">Payment Schedules</a> or <a href="https://support.zervant.com/hc/en-gb/articles/360036008832" target="_blank" rel="noopener noreferrer">Down payments</a>.</li>
</ul>

<h2 id="h_01HBB4KTSPVXKE710T2GT95HK3">E-mail </h2>
To add an attachment, click on Choose file... in the email or e-invoice sending window. All major file types are supported (e.g. pdf, zip, jpg etc.) and the maximum size of all attached files that can be sent in a single email is 20MB. Please note, that this feature is a <a style="font-size: 14px;" href="https://www.zervant.com/en/premium-services/">Premium Feature</a>, and as such you need a <a style="font-size: 14px;" href="https://support.zervant.com/hc/en-gb/articles/360036368651-How-to-subscribe-to-a-Zervant-Premium-plan" target="_self">Premium plan</a> to use it. 
When you use Zervant to send your document vs. your own email, the invoice or estimate is always automatically added as an attachment to the email. 
<img style="width: 650px; height: 732px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043309431_fb030daafb.jpg" alt="">
 
<h2 id="h_01HBB4KTSP2MRVPCC9ESZRYG8J">E-invoices</h2>
You can also add attachments to e-invoices.
Note! When you send an e-invoice, the attachment file can only be in PDF format.
When you are sending an e-invoice and you are in the window where your customer's information is displayed, click on Choose file.... <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_10486800832541_5535048dd8.jpg" alt="choose_file.png">

This service available in Zervant is carried out in cooperation with Tink. It allows your customers to pay your invoices directly via online banking. This will make it easier for your customers to pay your invoices, allowing you to get paid faster! IMPORTANT: This service is currently available for customers in Finland, Sweden, Germany, the Netherlands and France with a premium subscription (STARTER, PRO, or GROWTH). 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899834587805_5d67995ccf.jpg" alt="choose">
 
 
<h3 id="h_01HAC5SWR13YYHB8KKQ45Q4MSF">How to enable online bank payments</h3>
<ol>
<li style="font-weight: 400;" aria-level="1">
Go to >My account >Payment methods
</li>
<li style="font-weight: 400;" aria-level="1">Enter your default IBAN number in your payment methods</li>
<li style="font-weight: 400;" aria-level="1">Select "Accept online bank payments" and click >Save</li>
<li style="font-weight: 400;" aria-level="1">When you create invoices, send them to your customer by email</li>
</ol>
 
That’s it! When your customers use online bank payments, they will execute the payment via their online bank to your primary IBAN number.
Please note that this feature is on by default when you have inserted and saved an IBAN. Once you run out of freebies, we will charge per use. It can be switched off by unticking the box next to "Allow your customers to pay with online banking".  
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899834596893_d726979a0d.jpg" alt="Online">
 
Please note: Only the default IBAN set as payment method will be used for the online bank payments. Please check that you have your preferred IBAN account number set as default to which the payment should arrive. For more information on multiple IBAN numbers and setting as default, please click <a href="https://support.zervant.com/hc/en-gb/articles/360036008472-Adding-your-payment-details-on-your-invoices">here</a>.
 
<h3 id="h_01HAC5SWR12HYKJY0K0D71NFRA">What does this mean for your customer?</h3>
Once you have sent an invoice to your customer by email, they can open the invoice directly from their email inbox and will be redirected to a new webpage.
 
Your customer can pay the invoice by clicking on >Pay and follow the instructions on the webpage. This means that with one click on >Pay, your customer can login to their own online bank and pay your invoice.  <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13576873673629_2ec1db8ba7.jpg" alt="Tink EN.png"> 
The View invoice option opens a view where the invoice is also displayed on the right side of the page: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13576967246365_7653786462.jpg" alt="Tink EN 2.png">
 
 
<h3 id="h_01HAC5SWR1W6WV7QJGBKX8RDZH">What do I have to do?</h3>
You can relax. When the feature is activated and you have sent the invoice by email, your customer will automatically get the chance to pay with online bank payments.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9223028938397_ac62ae893e.jpg" alt="Tink_email_modal_EN.png" width="511" height="655"> 
Once your customer has completed the payment for your invoice, the invoice status of that invoice will change to >Paid. You can see in your invoice history that the payment has been initiated by your customer and the banks are processing the payment.
Depending on your bank and the bank of your customer, it can take up to 3 bank days for the payment to arrive on your bank account. Please note! If the payment fails for some reason, there will be no notification about it. If the payment does not appear in your bank account (after 3 banking days), change the status of the invoice back to "Unpaid" and send it again. 
 
<h3 id="h_01HAC5SWR29NR3G36YS7QKYEEQ">What does this cost?</h3>
This service is billed on a monthly basis. You will be charged €1 (+VAT) per invoice paid with this service.
You can follow your usage under My account -> My plan -> Zervant Pay-Per-Use -> Online Bank Payments used.

First, check whether the invoice was successfully sent from Zervant. Select the invoice under the tab >Invoices and check >History on the right side of the screen. 
To help you understand the e-invoices sending route better, this picture shows all the stages your invoice takes before it reaches your customer: <img style="width: 650px; height: 250px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266232_24cd1a83bb.jpg" alt="">
The usual reasons why your e-invoice delivery fails: 
<h2>1. E-invoice address</h2>
Please ensure your customer's e-invoice address is correct and that you have chosen the correct format of the e-invoice address in your customer's information under the tab >Customers. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13390351590685_195acaf5f8.jpg" alt="E-invoicing_address.png" width="657" height="107">
 
<h2>2. Character length</h2>
Your customer's company name: Your customer's company name is limited to 80 characters in length. This limit is based on common standards for the XML-file* fields, which all operators comply with.  If the character limit is exceeded when the operator checks the XML-file, the operator rejects the invoice delivery.  * the XML-file is the machine-readable version of the invoice Message field: In e-invoicing, the character limit for the message field is 1024. If the limit is exceeded, the operator will reject the invoice and the delivery will fail. 
 3. An undefined reason from your customer's e-invoicing operator
Please follow the instructions of your customer very carefully. For example, check that you have all the information that was requested on the invoice.
 
<h2>4. Routing</h2>
The different stages in the journey of the e-invoice require routing to be open between the operator and software. Routing means a set of rules, e.g., the format of the e-invoice that is accepted by all parties to finally deliver the e-invoice to the invoicing software that your customer uses.  
<h2>5. Attachments are in incorrect format</h2>
Only PDF format is supported for attachments in e-invoicing.

This service available in Zervant is carried out in cooperation with Stripe. It allows your customers the option of paying your invoices online directly by credit or debit card (Visa, Mastercard or American Express). This will make it easier for your customers to pay your invoices allowing you getting paid faster!
 
<h2>How online payments work</h2>
1. Go to >My account -> Payment methods and click on Get started. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902816916125_85761bf329.jpg" alt="Online"> This page will now appear on your screen: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4650892512529_a255018779.jpg" alt="accept_card_payments.png"> 2. Click the green Connect with Stripe to activate button. You will be redirected to Stripe’s website where you will need to create an account. Fill out the form to set up your Stripe account. 
Please note that the Business website is a mandatory field. However, if you don't have a website for your company, Stripe also accepts a detailed business Facebook or LinkedIn page.
Creating an account to Stripe is entirely free of charge, and will allow you to see the payment status of the invoices you have enabled online payments for. On your Stripe account you can also choose whether you would like to send your customers a receipt confirming invoice payment.   If you already have a Stripe account, you can click >Sign in at the top right corner of the Stripe form to connect your Stripe account to your Zervant one.   Once the registration is done, you will be returned back to Zervant and a pop-up message will inform you whether the integration with Zervant was successful. If successful, Stripe will also send you an email confirmation.
 
3. A check box to "Accept online payments for invoices sent by email" will now appear in your Online payments settings. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4651378779281_36bca38e46.jpg" alt="Online_payments.png"> 
You find another check box to enable Online payments also in your email sending window. It is checked by default, but you can always uncheck it before sending the email, if you do not want to offer your customer the option of paying the invoice with credit or debit card. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063810372_e641fb33bb.jpg" alt="Activating Online Payments in email invoices in Zervant" width="617" height="640">
 
<h2>What this means for your customer</h2>
When your customer opens the invoice by clicking >View invoice & pay now in the email, he/she will be redirected to a new webpage where your customer will be able to pay the invoice with a debit or credit card by clicking the green >Pay now button in the top right corner. <img style="width: 650px; height: 149px; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312731_5dd2ee7079d70_e0942a0001.png" alt="Zervant Online Payments for customers">
 
Once your customer has paid, the invoice will be marked automatically as paid on both your Stripe and Zervant accounts. Stripe will forward the corresponding amount (minus the Stripe and Zervant fees) to your bank account (the details of which you have saved in Stripe) within 7 business days.
 
There is a minimum amount per currency for Stripe card payments, in euro the amount is € 0.50. You can see the full list <a href="https://stripe.com/docs/currencies#minimum-and-maximum-charge-amounts" target="_self">here</a>. Please note that an invoice cannot be paid in partial installments. If your customer wants to pay single instalments using online payments, the instalments will need to be split across multiple invoices rather than on one invoice only.    If you have questions regarding the use of Stripe, please contact them directly.   Please read more about the <a href="https://support.zervant.com/hc/en-gb/articles/360036370011-Pricing-of-Online-payments" target="_self">associated fees</a> of this functionality.  If you wish to deactivate this feature, simply go to: My account -> Online payments -> Deactivate online payments.
<div> </div>

<div>
With Zervant you can easily keep track of the amount of time you have spent working on a project or providing a product/service. Please note time tracking is available for all plans but the functionality to transfer entries into invoices is only available for our Zervant Premium plans <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">PRO, GROWTH and MERCHANT</a>. 
Please note, this function is available on the web browser only.
 
<h2>Creating entries</h2>
<img style="width: 461px; height: 433px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270072_3d97d9987c.jpg" alt="">
Create a new entry by going to the tab >Time tracking and insert the information on the right panel:
1. >Choose or create the customer you wish to invoice
2. >Select the date on which the hours were tracked
3. >Create a new product or choose an existing one from your Product/Services list
4. >Add the number of hours for which you wish to invoice. You can also add products with units other than time.
5. >Add a description if needed. This will be shown on the list with the entries on the left and will be displayed on the invoice in the product description field <img style="width: 650px; height: 55px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270092_8df9ca48fe.jpg" alt="">
 
The first four fields are mandatory in order to save the entry. The description is optional, and you can add information on to the invoice before approval.
 
<h2>Managing entries</h2>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902730401309_880cce17b4.jpg" alt="Time">
All your Time tracking entries are shown as a list on the left side of the screen and can be filtered by category or customer. The two categories are:
<ul>
<li>
Outstanding: Entries that have not yet been invoiced</li>
<li>
Transferred: Invoiced entries </li>
</ul>
If a mandatory field has been deleted (e.g., customer or product), the entry will mention “Deleted by you”. You will need to correct this entry before it can be invoiced.
 
</div>
<h2>Deleting entries</h2>
By selecting one or more entries using the checkboxes on the left, a grey >Delete button appears on top of the screen. Clicking here will delete the selected entries.
 
<h2>Editing entries</h2>
Choosing an entry from the list on the left opens it on the right side of the screen. Here, you can edit and save the entry. If you clicked accidentally and do not want to edit the entry, click >Cancel. Please note, you can only edit outstanding entries.
 
<h2>Invoicing entries</h2>
Note! This functionality is only available for our Zervant Premium plans <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">STARTER, PRO, GROWTH and MERCHANT</a>. 
>Select one or more entries to invoice them. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11902730405021_ad10407855.jpg" alt="Time">
<div>Please note, you can only invoice one customer at a time. If you select multiple entries for different customers, you will be unable to click on >Transfer to invoice. <img style="width: 447px; height: 357px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270112_0d2e9c61fb.jpg" alt="">
</div>
<div> </div>
<div>You can group entries on your invoice, either by product or tracked entry. After transferring the time tracking entries, you can continue creating the invoice as usual.</div>

After choosing >New invoice either from your Zervant welcome page or from the tab >Invoices tab, these are the necessary steps in order to create and send an invoice with Zervant:
<ol>
<li><a href="#h_01GV2R5WFRDNCCT5CW8K30ES87" target="_self">Select or create customer</a></li>
<li><a href="#h_01GV2R63V231TNWDZ6DV2AZDHQ" target="_self">Set the invoice number, date and payment terms</a></li>
<li><a href="#h_01GV2R6B5BDX7H5CFN1Q87AMQ8" target="_self">Add one or multiple products or services</a></li>
<li><a href="#h_01GV2R6NA907GYGZNYZMHXX3P2" target="_self">Modify the look and feel of the invoice from the settings</a></li>
<li><a href="#h_01GV2R6W988K0ZM6FA8TAJ3KVJ" target="_self">Preview, approve and send</a></li>
</ol>
We'll walk you through these steps more in detail below.
Firstly, create a new invoice by clicking on the green >New invoice button. On the image below, you see how it looks like from the tab >Invoices. You'll also get here from your dashboard or the first page that opens when you log in to Zervant.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11900214350365_ddb507cf6f.jpg" alt="Create">
 
<h2 id="h_01GV2R5WFRDNCCT5CW8K30ES87">How to select or create a customer</h2>
From the upper left corner, you can >Select or create a customer for your invoice. You can either select a customer from the drop-down menu or start typing the customer's name. You can create a new customer by clicking >New customer on the drop-down menu.
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360072690312_a5908d905d.jpg" alt="Create_and_send_an_invoice_with_Zervant.png">
 
<h2 id="h_01GV2R63V231TNWDZ6DV2AZDHQ">How to set the invoice number, date and payment terms</h2>
Select the date of the invoice and the payment terms. You can furthermore edit the reference number of your invoice. If you want to edit the <a href="https://support.zervant.com/hc/en-gb/articles/360036368371" target="_blank" rel="noopener noreferrer">invoice number</a>, click >Change next to the Invoice number line.
 
<h2 id="h_01GV2R6B5BDX7H5CFN1Q87AMQ8">How to add products or services</h2>
Next, you can add one or multiple products/services to your invoice. >Press the drop-down menu under Description to choose a product from the list or click >Add item if you want to add a new product that has not been saved in the product database yet.
>Click on the small downward pointing arrow next to Add item to open a drop-down menu if you want to add a new product, a title to your product list, another text field to your product, or separate the invoice by adding a subtotal. If you want to relocate any of the invoice rows, simply click on the >three vertical dots in front of the invoice row and drag and drop the invoice line.
 
Tip:
If you copy paste text from somewhere else, use the "past and match style/paste without formatting" function in order to display the text properly in the invoice.
 
<h2 id="h_01GV2R6NA907GYGZNYZMHXX3P2">How to modify the look and feel of the invoice</h2>
You can further modify the invoice according to your needs from a set of options on the right-hand side of the screen. By clicking >Settings, you can, for example, choose the invoice type, currency or which columns are visible on the invoice. You can also add a <a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_blank" rel="noopener noreferrer">discount</a> to all or individual products.
You can also customise your invoice design by clicking on "Customise document design".
You can access features available on our <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">premium plans</a> to further automate your invoicing and get paid faster, such as <a href="https://support.zervant.com/hc/en-gb/articles/360036369651" target="_blank" rel="noopener noreferrer">recurring invoices</a>, <a href="https://support.zervant.com/hc/en-gb/articles/360036008832" target="_blank" rel="noopener noreferrer">down payments</a> and <a href="https://support.zervant.com/hc/en-gb/articles/360036008932" target="_blank" rel="noopener noreferrer">payment schedules</a>. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4941715228189_162d8a5cb0.jpg" alt="Edit_invoice_details.png" width="266" height="722">
 
<h2 id="h_01GV2R6W988K0ZM6FA8TAJ3KVJ">How to preview and send your invoice</h2>
If you are happy with your invoice but don’t want to send it yet, you can choose >Save as draft and come back to it later. But if you want to finalise the invoice, click >Preview to oversee the invoice one last time before sending it to your customer.
If everything is correct, you can select your wished delivery method by clicking on >Approve and send. <img style="width: 469px; height: 298px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043263512_fad9589bee.jpg" alt="">
 
Read more about invoicing here: <a href="https://support.zervant.com/hc/en-gb/articles/360036007672" target="_blank" rel="noopener noreferrer">Can I edit/delete an invoice?</a>

When using Zervant's "<a href="https://support.zervant.com/hc/en-gb/articles/6755793774877" target="_self">Online bank payments</a>" feature, you are charged per use. In this article we want to explain how this works.
 
Once you have used all your free credits, we charge 0,99€ (+VAT) for each invoice paid by online bank payments.
You can follow the credits and payments under My account >My plan.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899913348253_e717ec1e32.jpg" alt="Pay">

When signing up for a new account at Zervant or creating a new Zervant account, it rarely happens that it is not possible to register.
At Zervant, we are using a system to check the login email addresses for security measures. When using individual email addresses as a login email address (e.g., <a href="mailto:user@myownbusiness.com">user@myownbusiness.com</a>), the system sometimes cannot identify your email domain which could lead to issues when signing up.
To solve that issue, you can use another email address with a known email domain (e.g., your private email address with domains <a href="mailto:user@gmail.com">user@gmail.com</a>, <a href="mailto:user@outlook.com">user@outlook.com</a>, <a href="mailto:user@yahoo.com">user@yahoo.com</a>, and so on), so that the system can identify your email address and create your account. 
<h2 class="p1">Changing user name of Zervant account</h2>
After successfully creating your Zervant account, you can easily change your login email address in your settings:
Go to >My account, then >User account on the left column. There, you can click on >Change user name and insert your individual email address. <img id="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899247898141_1697790ed6.jpg" alt="Change"> 
After saving the changes, you should now be able to login to your Zervant account using your individual email address.

Customers

1. Go to the tab >Customers
2. Click on the >three lines on the right upper corner of the list
3. Select >Download data as .csv file
4. The download will automatically start and save the file to your computer
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11899117550749_7bde9d10e7.jpg" alt="Export">
 You can export up to 1000 entries without an impact on software performance. If you have more than 1000 entries, Zervant may become slow and unresponsive while exporting the data (although this also greatly depends on the speed of the computer that you're using).

<div class="article-body markdown">
In Zervant you are able to create and send invoices to countries outside the EU.
 When you sell goods from Sweden to a country outside of the EU the sale is considered as export. In these situations no Swedish VAT is added to the price. Please note that you have to submit a separate declaration for exported goods to the tax authorities.    Sales of goods outside the EU is declared in box 36 of the VAT declarationform. In Zervant these VAT-less sales are automatically recorded to the correct spot on the VAT report when you mark the invoice as paid, if you have used the correct invoice type. 
In this example we will create an invoice in USD that will be sent to an American customer.  
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_11895841090589_16be6b1e1f.jpg" alt="Sales">
<ol>
<li>Choose the Customer</li>
<li>Choose the Invoice type: Sales of goods outside EU</li>
<li>Language: English</li>
<li>Currency: USD. When you choose another currency a new field will appear showing the conversion rate. This conversion rate represents that days conversion rate to your own currency, and can be modified. In the invoicing overview the amount of the invoice will be shown in SEK, but it will not affect your accounting as you can still change the conversion rate when you mark the invoice as paid.</li>
<li>Add your goods as invoice rows.</li>
<li>Check that no VAT column is visible on the invoice rows.</li>
<li>Fill out the payment terms and remaining fields.</li>
<li>Add a reference number or a message.</li>
<li>Preview the invoice and Save or Send. </li>
</ol>
<img style="width: 650px; height: 725px; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266652_2c6a2083ff.jpg" alt="">
</div>

If you pay for your Zervant subscription using SEPA Direct Debit payments we will notify you of any disputes within your Zervant account. What is a disputed payment? When we issue a charge to your bank account in order to receive payment for your subscription, you or your bank can block this payment by disputing the charge - even if a receipt for the payment has already been issued.
 
<h2>How does a payment become disputed?</h2>
There are many possible reasons for a charge to be disputed however these are the most common: 
<ul>
<li style="font-weight: 400;">Your bank details are incorrect - often there is a typo in the payment details you provided to Zervant.</li>
<li style="font-weight: 400;">SEPA is not activated - with many banks, this payment method must be activated manually, either within your online banking or by getting in touch with your bank.</li>
<li style="font-weight: 400;">Insufficient funds - there is not enough money in the bank account connected to SEPA.</li>
<li style="font-weight: 400;">Bank cannot process - e.g. your bank requires your authorisation for the payment.</li>
<li style="font-weight: 400;">You initiated it - you blocked the payment due to some other reason.</li>
</ul>
<h2>How can I fix this?</h2>
1. You will be prompted with the below message when you log in to your Zervant account. The most important information are as follows: 
<ul>
<li style="font-weight: 400;">The plan and period of time for which we didn’t receive payment.</li>
<li style="font-weight: 400;">
Invoice/s that you or your bank have disputed. You can also check all your payments under My account -> My plan -> Purchase history.
</li>
<li style="font-weight: 400;">The outstanding balance you must pay to keep your Premium plan.</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360072126172_Screenshot_2_0869b8d6bd.png" alt="Fix payment disputes in Zervant">
2. Click on Fix the issue.
3. In the next window you must select a payment method. Following two disputed payments, SEPA Direct Debit becomes unavailable as a payment option. In this case, you must provide alternative means of payment. Note: Please do not transfer any money manually to any bank account.
<ul>
<li style="font-weight: 400;">
Use credit card: Click Select button -> Fill in your card details -> click Change.
</li>
<li style="font-weight: 400;">
Use SEPA Direct Debit: Contact your bank to find out why your previous attempt to pay with SEPA was disputed and to confirm that SEPA payments are authorised on your account. Click Select button -> click on Change if you decide to use a different account -> Check the box to confirm the terms and conditions (I have reviewed the checklist and accept these special terms) ->  click on Confirm.
</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360072359551_Screenshot_3_df43b24b6a.png" alt="
Choose payment method to fix a dispute in Zervant">
Once you’ve confirmed the payment method, you will be charged the amount shown in the first window and you can continue using Zervant normally. Note: please do not transfer money directly from your bank. Instead, update your payment details in your Zervant account. Please note that if you are using SEPA as a payment method in Finland, and the payment is disputed, you will no longer be able to fix the issue with SEPA, and need to change the payment method to a card payment.

Bank connection

This feature is only available in Finland, Sweden, Germany, Netherlands, France and Belgium at the moment and requires either Pro or Growth plan.
With the <a href="https://www.zervant.com/en/payment-reconciliation/" target="_self">payment reconciliation</a> feature you can connect one or several bank accounts to Zervant for matching bank transactions with outstanding invoices. We use <a href="https://enablebanking.com/%C2%A0" target="_self">Enable Banking</a> to offer the bank connection. 
<h2>How to enable bank connection to Zervant</h2>
1. Go to the Bank connection tab and click on on "Connect with your bank" 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9489848609565_0f7ea40491.jpg" alt="Bildschirmfoto_2023-02-23_um_10.37.24.png">
2. Select your bank from the list provided. Select private or business account and click on >Connect. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9489825035037_dbb1312cc9.jpg" alt="Bildschirmfoto_2023-02-23_um_10.40.02.png">
 
3. You are redirected to the selected bank’s page to authenticate yourself.<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018613518_055cc677ed.jpg" alt="Screenshot_2021-03-31_at_16.51.33.png">
4. Once authenticated, select the account or accounts you wish to connect to Zervant. You can also later on add or remove the accounts from Zervant.  Please note, you can connect either personal accounts or company accounts, not both.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018558817_a4b4917fb4.jpg" alt="Screenshot_2021-03-31_at_11.13.24.png">
5. You are redirected back to Zervant and you'll see the transactions from the bank accounts selected. You can see transactions for up to 90 days. The system will also ask you to reconnect to the bank every 90 days in order to renew the permission to access the transactions (for some banks this can be more often).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018606318_48b8e3ed1d.jpg" alt="Screenshot_2021-03-31_at_14.13.31.png">
<h2> </h2>
<h2>How to match bank transactions to invoices</h2>
Once you have enabled the bank connection and see the bank transactions, select the transaction you wish to match to an invoice. The system automatically suggests invoices with a matching payment reference. You can also look for the invoice by the invoice date or amount of the invoice. Once you select "Match", the invoice is marked as paid.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018620118_e723fc0e5e.jpg" alt="Screenshot_2021-03-31_at_17.42.34.png">
You can unmatch the invoice by selecting the transaction and clicking where it says "unmatch" . Unmatching the invoice does not mark the invoice as unpaid, so remember to manually mark the invoice as unpaid if necessary.
<h2>How to remove the bank connection</h2>
If you wish to remove the connection to your bank, choose Disconnect from your bank from the Bank connection tab. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360018570677_b381bc698c.jpg" alt="Screenshot_2021-03-31_at_15.23.04.png">

It is now possible to customise the look of your invoices in Zervant! 
This feature is available on all Premium plans.
 
When you create a new invoice, click on Customise design, on the right hand side of the editor: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038817252637_560674996c.jpg" alt="invoice_customisation.png">
 
<h2>Colour</h2>
You will be able to change the colour, and decide which elements should be colorised: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038849099037_f84397fb3c.jpg">
Note that you can choose only one colour at this point. 
 
<h2>Font</h2>
You can then change the font of the whole invoice: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038839303069_688e29b36a.jpg" alt="fonts.png">
Note that you can choose only one font at this point in time. 
 
<h2>Column header style</h2>
Last but not least, you can modify the aspect of the column headers. Here are a few examples of what you can do with the current customisation function: 
 
<table style="border-collapse: collapse; height: 42px; width: 100.143%;">
<tbody>
<tr style="height: 22px;">
<td class="wysiwyg-text-align-center" style="width: 222.328px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038839903901_8ea04a2472.jpg" alt="Invoice_style_header_1.png"></td>
<td class="wysiwyg-text-align-center" style="width: 222.328px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038850371229_1fb873cdd7.jpg" alt="Invoice_style_header_2.png"></td>
<td class="wysiwyg-text-align-center" style="width: 222.344px; height: 22px;"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_9038840371101_a0a92f9e32.jpg" alt="Invoice_style_header_3.png"></td>
</tr>
</tbody>
</table>
 
<h2>Note:</h2>
It is not possible to customise the layout of elements like spacing. Importing a custom template is not currently supported.
The invoice header and footer (incl. your logo and invoice information) as well as the payment details at the bottom of any pages of your invoices cannot be hidden. 
However, you can choose the fields that appear on your invoices by customising your >Invoicing settings. For example, Message and Footnote fields allow you to insert custom texts on your invoices. Click to learn more about <a href="https://support.zervant.com/hc/en-gb/articles/360036368691" target="_blank" rel="noopener noreferrer">invoice settings inside the editor.</a>
Another option to personalise your invoices is to add your company's logo. Check our article on <a href="https://support.zervant.com/hc/en-gb/articles/360036007892" target="_blank" rel="noopener noreferrer">how to add your company logo</a>. Please note other images or photos cannot be added to your documents.

<div class="article-content">
If you have received a promo code, it is possible for you to apply it to receive a discount from your monthly or annual subscription to our <a href="http://help.zervant.com/customer/en/portal/articles/2925562-how-to-subscribe?b_id=15319">Zervant Premium plans.</a>
 
<h2>Where to apply promo codes</h2>
1. Go to >My Account >My Plan and click on >See plans in the upper right corner to choose from a subscription plan.
2. Once you have made your selection, you will be forwarded to the payment page.
3. Click >Redeem code in the left box and enter your promo code there. Click >Apply to activate it. The discounted price will be displayed.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360020101697_Apply_promo_codes_in_Zervant_658d701eb1.png" alt="Apply_promo_codes_in_Zervant.png">
 
<h2>How promo codes work</h2>
<ul>
<li>Depending on the promo code you use, you will either receive a time-based percentage discount from your subscription (e.g., 50% off for 1 month), or a discount based on a monetary value (e.g., £10 off your chosen plan).</li>
<li>Billing for our premium plan subscriptions is recurring. So when you log in to Zervant again, even if you have used a promo code, you will see the date for your next billing cycle on your dashboard. The amount for this billing cycle will, however, be £0 (or a discounted amount lower than the usual monthly price depending on your promo code).</li>
<li>For now, it is not possible to use a promo code if you’re currently on a trial or if you’re already paying for one of our plans. </li>
</ul>
 
</div>

New year often means new invoice number sequence.
 
The easiest way to change the numbering sequence on all your recurring profiles is to : 
 
<ol>
<li style="font-weight: 400;" aria-level="1">
Go to the Invoices tab, and then to the Recurring sub-tab.
</li>
<li style="font-weight: 400;" aria-level="1">
Click Edit on a given recurring profile
</li>
<li style="font-weight: 400;" aria-level="1">
Next to Next invoice number, click on Change. Create your new sequence, with your desired prefix, and the first number the sequence should start with (Eg “2023-1”)
</li>
<li style="font-weight: 400;" aria-level="1">Save the recurring invoice profile</li>
<li style="font-weight: 400;" aria-level="1">
Repeat steps 2 to 4 for each recurring invoice profile, and select the new sequence in the prefix drop-down.
</li>
</ol>
 
The Next invoice number will be identical for all recurring profiles, this is normal. The new number (2023-1 here) is not yet attributed to any invoice at this point. It will be once an invoice is created. The following invoice numbers (2023-2, 2023-3, etc.) will follow automatically.

Payment references can be essential when creating invoices for your customers. Payment references are references that your customer should use when paying an invoice - it will allow you to match the incoming payment to the outstanding invoice. The following article explains more about payment references and how you can use them in your invoices with Zervant.
 
<h2>What are the payment reference types supported by Zervant</h2>
European Standard (ISO standard) An alphanumeric string, up to 25 characters long, with the letters "RF" at the beginning. Zervant automatically pre-fills the letters RF when this type is chosen. You then have to add between 3 and 23 numbers after that. 
Finnish Standard A numeric string with 4 to 20 digits. The last digit is a checksum. Zervant pre-fills a number based on the invoice number and adds the check digit when creating a new invoice. However, you can also insert your own reference number. 
Belgian Standard A visual string built like the following +++ 3 digits / 4 digits / 5 digits / +++ (example: +++010/8068/17183+++). The last 2 digits are a checksum. Zervant pre-fills this automatically randomly. You cannot change it.
 
<h2>How to use the reference types</h2>
You can select the payment reference type:
<ul>
<li style="font-weight: 400;">
from the invoice >Settings side panel under >Visible references <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741302787229_Bildschirmfoto_2022_09_12_um_15_04_57_bdcd1e93eb.png" alt="Bildschirmfoto_2022-09-12_um_15.04.57.png" width="246" height="599">
</li>
<li style="font-weight: 400;">
from the label >Payment reference itself in your invoice <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741349324189_Bildschirmfoto_2022_09_12_um_15_05_39_035814d383.png" alt="Bildschirmfoto_2022-09-12_um_15.05.39.png"> 
</li>
<li style="font-weight: 400;">
by default in >My Account >Invoicing settings under >Visible references <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6741358235165_Bildschirmfoto_2022_09_12_um_15_07_03_88a2ce3e2f.png" alt="Bildschirmfoto_2022-09-12_um_15.07.03.png" width="323" height="177"> 
</li>
</ul>
Note:
<ul>
<li>If you are sending e-invoices, payment references have to follow some rules, set by the different actors of the e-invoicing networks. Please select the payment reference type that applies.</li>
<li>If you are sending invoices with a <a href="https://support.zervant.com/hc/en-gb/articles/360018751578" target="_self">QR-Code (Switzerland)</a>, please select the payment reference type "Creditor Reference)"</li>
</ul>

With Zervant you can manage your customer list easily. You can create new customers, upload your existing customer list or export your customers. Please note that the amount of customers you can save in your Zervant account depends on the plan you are on. You can check the plans and what they include <a href="https://www.zervant.com/en/pricing/" target="_self">here</a>.
 
Click on the titles below to jump to jump to what you are looking for:
<ul>
<li>
<a href="#h_01GC8TG2JR9J694KWXDG3B6938" target="_self">Create a new customer</a>
</li>
<li>
<a href="#h_01GC8TGT43TMJTKF92SC746H4B" target="_self">Customer details</a>
</li>
<li>
<a href="#h_01GC8THF2XX1KQ0ECM4V1Z9J2F" target="_self">Delete customer</a>
</li>
<li>
<a href="#h_01GC8TJB18JYMS374RH6JVK4WK" target="_self">Import customer list</a>
</li>
<li>
<a href="#h_01GC8TJH2QZ0G2EN7M10EHA83R" target="_self">Export customer list</a>
</li>
</ul>
<h2 id="h_01GC8TG2JR9J694KWXDG3B6938">Create a new customer</h2>
Go to the tab >Customers and click on the green button >New customer. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063813412_f4dc5e1f29.jpg" alt="Add a new customer in Zervant">
You can also add a new customer when creating a new invoice. Select >New customer from the customer selection menu. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063813432_c562ebb38a.jpg" alt="Add a new customer in Zervant through the invoice editor">
 
The information you add in these fields will be automatically included on the invoice (except for the email address and phone numbers).
Please note: 
<ul>
<li>
The number of customers on our Free plan is limited to 5. To add more customers, you will need to subscribe to a Premium plan. Read more about our Premium plans <a style="background-color: #ffffff; font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Helvetica, Arial, sans-serif;" href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">here.</a>
</li>
<li>Unfortunately, it is not yet possible to add multiple contact information, a photo, or a different delivery address on one customer entry.</li>
<li>You can always edit your customers' information by clicking >Edit on the upper right side.</li>
</ul>
 
<h2 id="h_01GC8TGT43TMJTKF92SC746H4B">Customer details</h2>
Select a customer from your customer list to view the customers' details on the right side of the screen.
Under the tab >Info, you get an overview of the customer's invoicing address, language and payment terms. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063813972_9b63c1c3f9.jpg" alt="Zervant customer details - information">
Click >Invoices or >Estimates to view all created invoices/estimates for that customer. You can download the list in a csv-file by clicking on the three grey lines on the top right corner. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063971031_b150e16e2c.jpg" alt="Zervant customer details - Invoices and estimates">
Add >Notes to your customer information that is only visible to you. You can edit or remove them any time. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360063971171_3105104290.jpg" alt="Zervant customer details - add notes">
 
<h2 id="h_01GC8THF2XX1KQ0ECM4V1Z9J2F">Delete customer</h2>
Select the customer and click >Delete on the upper right hand from your customer list.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6634738052253_f097afe267.jpg" alt="Delete_customer.png">
Please note: Customers who have linked invoices (opened or paid) cannot be deleted. This is to ensure that invoices and reports stay legally compliant. Only customers with unapproved invoices (i.e., drafts) can be deleted.
 
<h2 id="h_01GC8TJB18JYMS374RH6JVK4WK">Import customer list</h2>
<a href="https://support.zervant.com/hc/en-gb/articles/360036368271" target="_blank" rel="noopener noreferrer">Click here to learn how to import customers to your customer list.</a>
 
<h2 id="h_01GC8TJH2QZ0G2EN7M10EHA83R">Export customer list</h2>
<a href="https://support.zervant.com/hc/en-gb/articles/360036007972" target="_blank" rel="noopener noreferrer">Click here to learn how to export your customer list.</a>

You can create an invoice with reverse charge by selecting the invoice type "Sales of construction services (reverse charge)" in the invoice editor.
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_6322744011677_Reverse_charge_EN_6ae10936ea.png" alt="Reverse_charge_EN.png">

<h2>Setting up your account</h2>
<ul>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368191" target="_blank" rel="noopener noreferrer">Adding your company information</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036007892" target="_blank" rel="noopener noreferrer">Adding your company logo</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036008472" target="_blank" rel="noopener noreferrer">Adding your payment details on your invoices</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036008292" target="_blank" rel="noopener noreferrer">Editing your invoicing settings</a></li>
</ul>
<h2>Creating your first invoice</h2>
<ul>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368491" target="_blank" rel="noopener noreferrer">Creating and sending an invoice</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368671" target="_blank" rel="noopener noreferrer">Changing your invoice numbering prefix from 'TEST'</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368691" target="_blank" rel="noopener noreferrer">Invoice layout</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368831" target="_blank" rel="noopener noreferrer">Invoice line types</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_blank" rel="noopener noreferrer">Discounts on invoices</a></li>
</ul>
<h2>Advanced functions</h2>
<ul>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036008832" target="_blank" rel="noopener noreferrer">Creating down payments</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368271" target="_blank" rel="noopener noreferrer">Importing multiple customers</a></li>
<li><a href="https://support.zervant.com/hc/en-gb/articles/360036368511" target="_blank" rel="noopener noreferrer">Importing multiple products</a></li>
</ul>

<div class="article-body markdown">
<h2>Item rows</h2>
By using the invoice >Settings panel in the invoice editor, the following columns can be added or removed from the invoice/estimate under >Visible columns:
<ul>
<li>Date</li>
<li>Quantity</li>
<li>Unit</li>
<li>(Unit) Price</li>
<li>VAT %</li>
<li>VAT Total</li>
<li>Row number</li>
</ul>
It is currently not possible to have more than a single VAT % per row. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065019491_8389f8095b.jpg" alt="editing_invoice_rows-_columns_in_zervant.png">
 
Please note that it is not possible to modify or rename the columns. The default settings can be accessed and changed under >My account >Invoicing settings or in the right panel of the invoice >Settings under >Edit default settings. 
 
<h2>Message field</h2>
Add more detailed information about your content of your invoice, e.g., specifications about your products, payment terms, or send a message to your customer.
If you want to add a default message for all your invoices, you can add it under >My Account >Invoicing settings.
 
<h2>Footnote</h2>
Like the message field, the footnote is there to add additional information for you. Oftentimes, terms and conditions, legal notes, or regulations are mentioned here. 
Please note that it is currently not possible to have different company details than in the top left corner of the invoice below the footnote. If you wish to add another address/email/phone number of your company, you can do it e.g., by adding it in the fields "Message" or "Footnote". 
 
<h2>Invoicing currency</h2>
Invoices can be issued in other currencies than the default currency you have selected.
1. Go to the tab >Invoices and create a >New invoice
2. Select your wished >Currency from the right-hand panel of the invoice >Settings
3. >Enter an exchange rate (optional). Zervant will automatically provide the daily exchange rate (<a href="https://openexchangerates.org/" target="_blank" rel="noopener noreferrer">https://openexchangerates.org/</a>), but it is possible to edit it
4. Proceed with filling out the details (products, etc.) and finalise the invoice (>Save as draft or >Approve and send).
 
In the overview of your Invoices tab, the invoice will be listed based on your default currency, but if you select the invoice, the details will show the currency it was created in as well as the corresponding value in your default currency. Please note that if you add products or services directly from your product register, and change the currency, you will have to calculate the price in the editor.  For example:
If you have a product priced at 100€, add it to your invoice and change the currency to USD, the price of the invoice will be USD 100. Here you can make use of the daily conversion rate visible in the editor and manually calculate the correct price for the currency.
</div>

The invoice row on your invoice, estimate or receipt shows detailed information about the service/product you offer. Open the invoice (or estimate) editor to edit the invoice rows. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064837632_invoice_rows_9bac02e04c.png" alt="invoice_rows.png">
 
<h2>Add a new product to your invoice</h2>
Click on >Add item or select it from the drop-down menu to add a new product to your invoice. Enter the description for your product/service or use the drop-down menu to select a product/service from your list. You can also select >New product, if you want to add a new product that has not been saved in the product database yet.
 
<h2>Add a description field to your product</h2>
If you want to add a descriptive text to your product, click on the drop-down menu next to "Add item" and choose >Add text field. Describe the product in the newly added field just below the product.
Tip: Note also the downward pointing arrow on the top right corner in the field. By clicking it, you can save the text to use it later. You can save as many texts as you want and add them to the field by clicking the arrow and choosing >Select a pre-saved text.
 
<h2>Add a subtotal to the invoice</h2>
Sometimes it might be important to add a subtotal to your invoice. You can do so by clicking on the drop-down menu next to "Add item" and choose >Add a subtotal. The subtotal includes all products that are listed above the subtotal line. If you have already added a subtotal somewhere above, the new subtotal includes only the products/services that are listed below the previously added subtotal.
 
<h2>Add a title</h2>
To increase the clarity of the listed products/services on your invoice, you can add a title by clicking on the drop-down menu next to "Add item" and select >Add title.
 
<h2>Drag & drop invoice rows</h2>
You can move around every invoice row via the drag & drop function. Simply hover with your mouse over the left hand side of the invoice row until three vertical dots appear. Now hold the left mouse button pressed and move the invoice row up or down.
 
<h2>Add a discount</h2>
On some invoices you might want to add a discount. You can do so by ticking the box on >Discount under the invoicing settings on the right hand side. Once clicked, the Discount settings will appear. Click on the drop-down menu >Discount settings to choose whether you want to add the discount to the total invoice price or per invoice line. You can also decide whether the discount should be a certain amount or a certain rate and whether it includes or excludes VAT. To disable the discount, untick the Discount box.

<div dir="ltr">
You can modify your default invoice and estimate templates and choose your settings:
<ul>
<li>Under >My Account >Invoicing settings
</li>
<li>During invoice creation (in the right panel under >Settings)</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403022107537_Invoice_settings_9abbb8e767.png" alt="Invoice settings due date discount reference.png">
The default view is set to >Invoice fields and for reasons of clarity, the following guidelines focus only on modifying invoice fields under the Invoicing settings. To edit your default estimate settings, click on the tab >Estimate fields under the headline.
 
Company name - if you use more than one trade name, this field will automatically appear and you can select the default trade name when creating a new invoice.
Invoice type - depending on your business and primary customers, you can choose which invoice type should be set as default. You can read more about different invoice types <a href="https://support.zervant.com/hc/en-gb/sections/360007064371-Invoice-Types" target="_blank" rel="noopener noreferrer">here</a>.
Visible columns - select which columns of your invoice row should be displayed as default.
Currency - here you can choose the default currency shown on your invoice.
Invoice language - select the default invoice language. Click >Preview in your invoice editor to display your invoice in the selected language.
Discount settings - modify the discount settings for your invoices. Tick the checkbox to show discounts on your invoice per default. Learn more about applying discounts in invoices <a href="https://support.zervant.com/hc/en-gb/articles/360036370091" target="_blank" rel="noopener noreferrer">here</a>. 
Late payment interest - choose whether to show the late payment interest on your invoice and decide which payment interest should be set as default. Please note: our system does not calculate the interest automatically. If you want to add a late payment interest to a payment reminder, you need to add it as a separate invoice line.
Payment terms - select your preferred payment terms and >Add or >Modify at the bottom of the drop-down menu.
 
Visible references: select the references you want to display on your invoice. Choose from Buyer’s purchase order number, Buyer’s reference, Buyer’s contract number,  Seller’s order number, Payment reference. Please read more about references <a href="https://support.zervant.com/hc/en-gb/articles/360044583252" target="_blank" rel="noopener noreferrer">here</a>. 
 
Invoice header - change the header of your invoices. This can be useful, i.e., when creating individual credit notes or change the invoice as a payment reminder.
Message - add a default invoice message here. Instead of adding a complete text, you can also add only generic text parts to which you add a more personal part later when you create an invoice.
Invoice footnote - use this text field to add the footnote to you wish to show on all invoices, i.e., information on terms, regulations or other notes.
Terms and Conditions - add your terms and conditions in this field and mark the box to >Show them on your invoices. These will be automatically displayed on a separate page.
</div>

You can make changes and modify your Zervant user account at any time. Go to >My Account >User account to manage your general user account settings.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4408223430417_User_account_bab22822fc.png" alt="User_account.png">
 
Service language - We currently offer six different languages for our software (Dutch, English, Finnish, French, German, Swedish). When you create a Zervant account, you can set your preferred user language. Please note: this only sets the language for the user interface. If you wish to change the invoicing language, please go to >My Account >Invoicing settings.
User name - this is the email address you entered when you created your Zervant account and it is also used as your login email. You can change it at any time by clicking >Change user name. If you want to edit the email that is shown on your invoices, go to >My Account >Company details and change it under >Contact person.
Please note! You can only have one Zervant account with a specific email address.
Password -  Change the password to your Zervant account here. If you have forgotten your password, you can reset it from the login page by clicking <a href="https://secure.zervant.com/login/forgot/en" target="_blank" rel="noopener noreferrer">Forgot your password?</a>. Remember to send it to the email address you use as your user name in Zervant.
 
Regional settings
Currency - The default currency of your Zervant account. Please note that these currency settings do not include the currency settings for individual invoices. If you wish to change the currency on the invoice, please <a href="https://support.zervant.com/hc/en-gb/articles/360036368691" target="_blank" rel="noopener noreferrer">read here</a>.
Time format - You can configure how you want to display the time from different actions, e.g., in the invoice history (>Invoices, choose invoice, tab >History on the right).
Date format - The format how you want all dates to be shown on your account. NB! All entries in our system are made within the UTC (GMT) time zone. If you check the invoice history, please be aware of the time zone you are located in and whether it is winter-/summertime. Add/subtract the hours from the displayed UTC time if want to know, for instance, when you have sent the invoice in your local time (check the time zone map <a href="https://www.timeanddate.com/time/map/" target="_blank" rel="noopener noreferrer">here</a>).

Estimates created in Zervant can have several statuses:
<ul>
<li>
Draft: when an estimate has been created and saved as draft</li>
<li>
Created: when the estimate has been created but not sent by email yet</li>
<li>
Sent: created estimate that has been sent by email</li>
<li>
Accepted: the sent estimate to the customer has been accepted by the customer</li>
<li>
Declined: the sent estimate has been declined by the customer</li>
<li>
Invoiced: the estimate has been converted into an invoice</li>
</ul>
You can also change the estimate status manually.
 
<h2>Changing the status of your estimate</h2>
To change the status of your estimate, select it in under the tab >Estimates and click on the status button. <img style="width: 602px; height: 226px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043269772_5dd2eec66ca23_75e32e237b.png" alt="">
 
Select the new status from the drop-down menu and click >Save. <a href="https://support.zervant.com/hc/en-gb/articles/360036370111" target="_blank" rel="noopener noreferrer">Estimates converted to invoices</a> are automatically marked as >Invoiced. Please note, once an estimate status has been set as Invoiced, the status can no longer be changed.
 
<h2>Interactive estimate statuses</h2>
Once your customer has received your estimate by email, they can accept or decline it via the estimate portal by clicking on the >Take Action button and selecting the corresponding button. <img style="width: 650px; height: 346px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313411_5dd2eec724ee0_645440202d.png" alt="">
 
​When your customer approves or declines your estimate, its status will automatically update in your Zervant account on the tab >Estimates.

In Belgium, since 2019, all companies sending invoices to public sector entities must send them as e-invoices via the official government platform <a href="https://digital.belgium.be/">Mercurius</a>. The e-invoice will be delivered via the Peppol network. This concerns invoices to:
<ul>
<li style="font-weight: 400;" aria-level="1">Flemish government services</li>
<li style="font-weight: 400;" aria-level="1">Federal government services</li>
<li style="font-weight: 400;" aria-level="1">Brussels government services</li>
<li style="font-weight: 400;" aria-level="1">Walloon government services</li>
</ul>
Zervant has offered a digital and fully automated e-invoicing connection to the Peppol network since 2018, allowing all entrepreneurs and small businesses to send their invoices to public sector entities directly from their Zervant account. Best of all, no technical knowledge or implementation is required on behalf of the entrepreneur - it is sufficient to agree with your public sector customer to use e-invoicing and Zervant will handle the rest. 
<h1>Step-by-step guide</h1>
For this, simply follow the steps below: 
1. Create a new invoice
2. Add the PO number (Buyer's purchase order number) given by your customer
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084036891_mceclip0_4c0c7d51d1.png">
3. From the preview, click "Approve and send" and select “As e-invoice” as delivery method 
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360083956512_mceclip3_b19b3700ca.png" alt="mceclip3.png">
 
4. From the e-invoice sending modal, add your customer's company registration number (their CBE number). If you don't know the number, you can search for it <a href="https://kbopub.economie.fgov.be/kbopub/zoeknaamfonetischform.html?lang=en">here</a>. The number will automatically be used for the "E-invoice address". Make sure the e-invoice address type is "CRN". 
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084037571_mceclip2_cc01d7c65d.png" alt="mceclip2.png">
 
That’s it. 
You will be notified when the e-invoice is delivered to your customer from the invoice history.
 <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360084038191_mceclip4_fc9d801c4c.png" alt="mceclip4.png">
Note: If you haven't done it yet, it is important to add your company registration number in "My account". This is how Mercurius will identify you as the sender.

Customers who sell services or merchandise and accept payments with Swish can use Zervant invoice type "Sales" to issue invoices to their customers.  To start issuing invoices with Swish as payment method please follow the steps below: 1. Go to My Account -- Payment method 2. Add your Swish id and Save The next time you want to issue an invoice go to the Invoice tab. Click on Create Invoice. Select the invoice type "Sales" and "Default" invoice template. When the invoice is saved the Swish number will be visible on the invoice.  <img style="width: 262px; height: 462px; float: left; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268892_5dd2ee6102d2e_3ec9abc437.png" alt="Swish"> If you wish to mark the invoice as paid with Swish rather than bank account you can take the additional steps below: 1. Go to Reports -- Balance Sheet --Edit Accounts 2. Add an account e.g. nr. 1940 under B9. Name the account Swish. The account type should be bank account. Save ​Once you have added the account to the account plan you can mark the invoice as paid the Swish account. <img style="width: 473px; height: 202px; float: left; border-width: 1px; border-style: solid;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312491_5dd2ee61c6a5d_17c14d5cb6.png" alt="Swish 2">

You can add the payment information you want to appear on your invoices in several ways:
<ul>
<li>By clicking >Edit company details on the Home screen and selecting the >Payment methods tab <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360058098192_baa04a4d69.jpg" alt="addpaymentinfo-1.png"> </li>
<li>Under >My Account >Payment methods <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360058098252_cbe0f71cd1.jpg" alt="addpaymentinfo-2.png"> </li>
<li>During invoice creation by clicking >Edit next to Payment methods in the invoice footer <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360058098352_eb997a6949.jpg" alt="addpaymentinfo-3.png"> </li>
</ul>
All the information you add here will be shown on the invoice. If you need to add more bank accounts or other ways of payment, you can also use the fields Message or Footnote of the documents (invoices, receipts, estimates).
 
You can now add several accounts un My account > Payment methods: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360075415192_2d4526f457.jpg" alt="mceclip0.png">
You can decide which one you want as default, and you will be able to select the bank account you want to use for each invoice in case you do not want to use the default one for an invoice: 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360075415292_d217b7dbf5.jpg" alt="mceclip1.png">

In this article, we'll explain how to create and send e-invoices with Zervant. E-invoice is often the preferred method of invoicing by governmental bodies and large companies where all necessary information is forwarded between invoice sender and recipient in the e-invoicing network. You can read more about e-invoicing and the difference between e-invoicing and invoices sent by e-mail from <a href="https://support.zervant.com/hc/en-gb/articles/360036369791" target="_self">What is e-invoicing?</a>.
E-invoicing is a premium feature. You can read more about how to upgrade your subscription here: <a href="https://support.zervant.com/hc/en-gb/articles/360036368651" target="_self">How to subscribe to a Zervant Premium plan.</a>
 
<h2>How to create and send an e-invoice</h2>
1. Make sure you have valid e-invoicing details from your customer. You can learn more about the <a href="#h_01FFMQKJ788DNNA8MTB3JJZJKS" target="_self">necessary information</a> below.
2. Go to the tab >Invoice >New Invoice to create an invoice as you normally would. 
3. Once you have created your invoice, select >As e-invoice in the >Approve and send menu.
 <img style="width: 352px; height: 313px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043312551_a2f59eb9dc.jpg" alt="send e-invoice">
4. If you haven’t filled out your company contact details, a window will open for you to fill them out. All the fields marked with a blue star (*) are mandatory. The same applies to your customer’s contact details. If you are unsure about the e-invoice address, check out our guide on <a href="https://support.zervant.com/hc/en-gb/articles/360036369831" target="_self">Understanding e-invoicing addresses</a>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4407702838929_b64ff488ca.jpg" alt="e-invoice address" width="353" height="550">
5. Finally, click >Send. Your e-invoice will be sent through our operator Basware to your customer’s e-invoice operator, and eventually to your customer's invoice processing system.
 
If an e-invoice address doesn't meet the criterial, you will be shown an error message:
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13439527269277_cf98e0b891.jpg" alt="Screenshot_2021-09-08_at_9.09.59.png" width="578" height="203">
 
<h2 id="h_01FFMQKJ788DNNA8MTB3JJZJKS">Necessary information for sending e-invoices</h2>
E-invoices are sent using sender’s and recipient’s e-invoicing addresses. This works basically the same way mobile phones work - everyone needs to have a phone number that identifies both, the caller and the callee. To send an e-invoice, you need to include:
1. Your own company contact information: you need to have either a company registration number or VAT number to send e-invoices.
2. Your customer's information:
<ul>
<li>Make sure your customer can receive e-invoices</li>
<li>Check that the <a href="https://support.zervant.com/hc/en-gb/articles/360036369831" target="_blank" rel="noopener noreferrer">e-invoicing address of your customer</a> is correct and in the right format</li>
</ul>
3. The required fields/references your customer wants you to fill in for their invoice: For instance, this could include the PO (purchase order) number, payment reference or the buyer's reference. You can add these in your invoicing >Settings under ><a href="https://support.zervant.com/hc/en-gb/articles/360044583252" target="_blank" rel="noopener noreferrer">Visible references</a>.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4407689268625_11429f35a2.jpg" alt="e-invoice requirements" width="204" height="462">
 
Remember to check that you have sufficient e-invoicing/postal deliveries left, as included in your Premium plan quota. Please note that any test invoices, sent by post or as an e-invoice, will count also. You can check your remaining deliveries in the overview of your plan >My Account >My Plan and upgrade your plan if you need to send more e-invoices: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_13439527271325_cc58a3cc4b.jpg" alt="E-invoice_quota_Zervant.png">
 
<h2>Checking the delivery status of a sent e-invoice</h2>
Once your e-invoice is sent, you can check its delivery status under the invoice >history: <img style="width: 431px; height: 281px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043268932_3a39c7dfa6.jpg" alt="e-invoice history">
<ul>
<li>If the delivery was successful, the status will say "E-invoice successfully delivered to recipient"</li>
<li>If the delivery failed, the status will say either "E-invoice delivery failed due to invalid content" or "E-invoice was rejected by recipient" depending on the reason of the failure</li>
<li>If the delivery is delayed, you will receive a notification email as well as a notification in the invoice history. This is an indication for the invoice not being able to be delivered. </li>
</ul>
See the most common reasons for failure in e-invoice delivery <a href="https://support.zervant.com/hc/en-gb/articles/360036008792" target="_blank" rel="noopener noreferrer">here</a>.

You can add your company information you wish to appear on your invoices:
<ul>
<li>By clicking >Edit company details on the dashboard/Home screen</li>
<li>Under >My Account >Company details
</li>
<li>During invoice creation (in the right panel >Edit company details)</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4408215985809_7c77e60a10.jpg" alt="Company_details.png">
Company logo - you can add your company logo to your documents here. <a href="https://support.zervant.com/hc/en-gb/articles/360036007892" target="_blank" rel="noopener noreferrer">Click to read the instructions</a>. 
Company name - add your company name here. If you have trade names, those can be added on the upper right corner >Add trade name (Premium function).
Company contact email - this can be the main email address you use for your company. It does not need to be the same as your login email (username). Please note: The email that will be shown on the documents (invoices, receipts, estimates) is under >Contact person >Email (see below). If you want to change your user name with which you log in to your Zervant account, go to >My Account >User account.
Company registration number - add your company registration number here. You can only have one company ID on your Zervant account and the same ID cannot be used on other Zervant accounts.
VAT number - add your VAT number. You can only have one VAT number on your Zervant account and the same VAT number cannot be used on other Zervant accounts.
Default VAT - select the VAT percentage you usually apply to your products/services. You can also define a certain percentage to all your products/services when you create them under the tab >Products or choose the percentage in the invoice editor.
Country - your country will be automatically filled out based on your selection when you created your Zervant account.  Please note: the country cannot be changed once your account has been created. If you want to correct or change your country, the only possibility is to delete your account and create a new Zervant account. Attention! Once deleted from the system, all the data and information you have stored in Zervant will be permanently deleted and cannot be retrieved. You also cannot use the same email address to create a new account.
Address - add your company's address here. It will be displayed with the company name on the documents.
Contact person - here you can add a specific contact person. It can, of course, be you. All information inserted here will be shown in the documents' footer under Contact information.
 
You can modify all this information at any point. Just remember to click the >Save button on the bottom of the page to apply your changes. If you have updated your company information, you might need to refresh your existing drafts to see your updates on the documents.

You can change your email address at any time on your Zervant account. 
 
<h2>Changing the email address on your invoices</h2>
If you want to change the email that appears on your documents, go to >My Account >Company details and update the email address under >Contact person >Email.
 
<h2>Changing your login email address (user name)</h2>
If you want to change your login email address, go to >My Account >User account and click >Change user name to do so.
NOTE: It is not possible to use the letters ä, ö or ü in the user email address.
 
<h2>Changing the email on your Zervant subscription receipts</h2>
If you want to update the email address to which the receipts for your Zervant Premium plans are sent to, please get in touch with our customer support team and we will take care of the change.

In Zervant you can create your own product/service database with a couple of clicks. Manage your own products and services and easily add your items to your future invoices and save time.
 
<h2>How to add a single product or service</h2>
1. Go to the tab >Products and click on >New product <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064957052_bbe28eccf8.jpg" alt="Add_new_product_on_Zervant.png"> 
 
2. A new window will open in which you can enter the product/service details (i.e., Name, Note, Unit, Price incl. or excl. VAT, VAT). Add your new product by clicking >Save. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065137591_74b1bf4a7d.jpg" alt="Create_a_new_product_entry.png" width="610" height="557"> 
Please note: The information in the "Note" field is not copied into the editor but is for internal notes only. You can add a more detailed product description in your invoice, for example in an empty text field. (Add item -> add text field).
 
You can also create a new product/service directly from the invoice editor. Select >New product from the drop-down menu to add it to your product database. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064957232_8cb6be88ad.jpg" alt="Add_new_product_from_invoice_editor.png"> 
 
<h2>How to edit or delete products/services</h2>
Select your product/service from your product list and choose from the following options on the upper right corner: you can >Edit the selected product/service, >Copy as new or >Delete. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065137611_bd2c559ebb.jpg" alt="Edit_your_existing_products.png"> 
 
It is possible to edit or delete multiple products/services at the same time. >Check the boxes of your selected items to >Edit selected or >Delete selected. You can also check the box in the upper left corner to mark all products/services of your list. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065137631_64cbb564f2.jpg" alt="Select_and_mark_several_products.png"> 
 
When you edit several products/services, a new pop-up window will open in which you can set the >Unit and/or the >VAT for your selected items. <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065138391_f4ee56e2b3.jpg" alt="Edit_multiple_products.png" width="499" height="463"> 
 
<h2>Import products/services</h2>
<a href="https://support.zervant.com/hc/en-gb/articles/360036368511" target="_blank" rel="noopener noreferrer">Click here to learn how to import multiple products or an existing database.</a>
 
<h2>Export your product/service list</h2>
<a href="https://support.zervant.com/hc/en-gb/articles/360036368551" target="_blank" rel="noopener noreferrer">Read here how to export your product/service database from Zervant.</a>

If your company operates with multiple trade names, you can add them to your Zervant account. This function can be useful if you have certain contact persons in your company for selected customers and you wish to create invoices under those trade names. Please note that this is a <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener noreferrer">Premium feature</a> available in Zervant PRO subscriptions or above.
 
<h2>How to add a new trade name</h2>
1. Go to >My account and >Company details
2. Click >Add trade name in the upper right corner
3. A new tab for company details will open. Fill out your details and add a separate logo for the trade name if you want. This information will show up on invoices created with this tradename instead of the information in the company contact information.
IMPORTANT: 
<ul>
<li>It is currently not possible to add a separate bank account number or company number for the trade name.</li>
<li>The different trade name still runs under the same company, that is why you cannot add other company registration numbers or VAT numbers. If you want to use Zervant with a separate company, you have to create separate accounts for these different companies. </li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360065145471_754846f8f3.jpg" alt="Add_trade_names_in_Zervant.png">
 
<h2>How to invoice with the trade name</h2>
1. Go to the tab >Invoices and create a >New invoice
2. Click on the >downward pointing triangle next to your company name. You can find it on the upper right corner of your invoice settings and choose which trade name should be displayed on your invoice
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064964972_0e97328ba9.jpg" alt="Zervant_new_trade_name_from_invoice_editor.png" width="616" height="360">

<div class="article-body markdown">
When sending an invoice via email to your customers with Zervant, add the recipient/recipients. The first recipient will be added automatically and is based on the email address saved in the customer's information. You can also add two more recipients for a total of three if you need to send the invoice to multiple recipients.
</div>
<div class="article-body markdown">
By checking the >Send a copy to myself box, you can choose to receive a copy of the email yourself. It will always be sent to the email address that is saved in >Company contact information (under >My account).
 
</div>
<h2 class="article-body markdown">How to make the email more personal </h2>
The subject line of the email is given by default, but it can be freely modified. The following default message will be included when sending the invoice via email:
Hi, Please find your invoice attached to this email.  Thanks for using our services! Best regards, Your name Your contact information
You can change this default message in the message field and save it for the next time by checking the box >Save as default message.
You can also add attachments alongside your invoice or estimate when sending by email. Please note that this feature is available in our Premium plans. To add an attachment, click on >Choose file... in the email sending window (the maximum size of all attached files is 20MB). You can read more about this <a href="https://support.zervant.com/hc/en-gb/articles/360036008652" target="_blank" rel="noopener noreferrer">here</a>. <img style="width: 650px; height: 735px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043313691_5dd2eef905cc8_bf7d20a517.png" alt="">
<div class="article-body markdown"> </div>
<h2 class="article-body markdown">Can I edit the email address from which I send the invoice?</h2>
When you send an invoice directly from Zervant, the sender address is noreply@new.secure.zervant.com. Unfortunately, you cannot edit or change this address.
However, if you wish to send the invoice from your own email address, we recommend you to download the invoice as PDF and subsequently attach the invoice to your own email. The name of the PDF generated is default and cannot be changed at this stage. However, you can change the name of the file once you have downloaded it on your computer.
 
<h2 class="article-body markdown">What if my customer answers the email?</h2>
Even though the documents you create are sent from noreply@zervant.com, any response from your customer is delivered to the email address saved under Contact Person (>My account >Company details >Contact Person): <img style="width: 510px; height: 215px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270472_5dd2eef9e5204_6f3103924f.png" alt="">

If you encounter any issues with our software functionality, there are a few things you can do yourself that most likely resolve any issue you may be experiencing.
 
<h2>1. Make sure you use a supported browser that is up to date</h2>
After prolonged testing of Zervant and its features, we have concluded that some issues may occur when using older browser versions. Please note that we do NOT support Internet Explorer at all anymore. For this reason, before you proceed with the troubleshooting, please make sure that you are using a supported Internet browser.
We support Windows/macOS/Linux operating systems using the latest versions of:
<ul>
<li>Google Chrome </li>
<li>Mozilla Firefox </li>
<li>Apple Safari</li>
<li>Microsoft Edge</li>
</ul>
You can check which version you are running by navigating to >Help and selecting >About or >Settings >About on most browsers.
In the past, there have been issues when using the Safari browser in its "Private Window". Please make sure you are using Safari not in private mode.
 
<h2>2. Refresh the page</h2>
Most issues can be resolved by simply refreshing the page in your browser. Look for the refresh icon (circled arrow which is usually located next to the address bar). If you still have issues, please proceed to the next step.
 
<h2>3. Clear browser cache/cookies</h2>
Your browser has a folder in which certain downloaded items have been stored for future use. Graphics or images (such as, buttons and icons), photos, and even entire web pages are examples of items which are saved or cached. When visiting a webpage your browser checks if a copy of the files on the page is in its cache already. If so, it will save the visitor some downloading and make webpages load faster. Some browsers refer to its cache also as 'Temporary Internet Files'. There are some situations when bypassing your browser's cache is preferred. Just refreshing the page will not be sufficient because this reloads the web page while still using the old files from the cache. You need to refresh your cache first and you can find step by step guides below. This will force the browser to re-download all the latest data from Zervant: 
Google Chrome
<ul>
<li>Click >Options (on the right of the address bar), select >Settings
</li>
<li>Under Privacy, select >Clear browsing data. If not visible, click >+ Show advanced settings to make it appear</li>
<li>Select >Cookies and other site data and >Cached images and files
</li>
<li>Choose the >Time range of data to clear. To clear your entire cache, select >all time
</li>
<li>Click >Clear data and exit/quit all browser windows</li>
</ul>
 
Mozilla Firefox
<ul>
<li>Click the >Menu icon (next to the address bar), select >History. Select >Clear Recent History
</li>
<li>Select your >Time range to clear. To clear your entire cache, select >Everything
</li>
<li>Next to Details, click the down-arrow to choose which elements of the history to clear. To clear your entire cache, select >all items
</li>
<li>Click >Clear Now. After that, exit/quit all browser windows</li>
</ul>
 
Apple Safari
<ul>
<li>From the Safari menu, select >Clear History
</li>
<li>
Select at >Time range "everything", then click >Clear History
</li>
<li>
Go to >Quit Safari or press Command + Q to exit the browser completely
</li>
</ul>
  
Microsoft Edge
<ul>
<li>In the top right, click the >Hub icon (looks like three horizontal lines)</li>
<li>Click the >History icon, and then select >Clear all history
</li>
<li>Select >Browsing history, >Cookies and saved website data and >Cached data and files. After that, click >Clear
</li>
<li>After the "All Clear!"-message appears exit/quit all browser windows</li>
</ul>
<h2>4. Check your ad-blocking add-ons</h2>
Our software relies on data that comes from various sources and it can happen that one of them is blocked by an ad-blocker. To ensure full functionality of the software, we recommend you to disable ad-blocker on our site or temporarily disable it, so that Zervant can function properly.
 
<h2>5. If this didn't solve your issue, please contact our customer support</h2>
If you are still experiencing issues with the software functionality and you did the above steps, it may be time to contact our customer support team and describe your problem. We will respond in a timely manner and assist you with the resolution of the issue that you are experiencing.

The following information must be included on an invoice based on section 209 b of the Value-Added Tax Act:

(The corresponding field and location in Zervant is marked with bold text.) 
 

1) The date of issue of the invoice 

In Zervant: Date of Invoice / Invoice editor 
 

2) A sequential number, based on one or more series, which uniquely identifies the invoice

In Zervant: Invoice number / Invoice editor

 

3) The VAT number (Business ID) 

In Zervant: VAT number / Company contact information

 

4) The buyer’s VAT number when <a href="https://support.zervant.com/hc/en-us/articles/212932326-Invoicing-with-Reverse-VAT-in-the-construction-industry">reverse charge is applied</a>, and in the case of intra-Community trade of <a href="https://support.zervant.com/hc/en-us/articles/214480243-Sales-of-services-to-other-EU-member-states">services</a> or <a href="https://support.zervant.com/hc/en-us/articles/214480303-Sales-of-goods-to-other-EU-member-states">goods</a>.

In Zervant: VAT number / Customer tab

 

5) Full names and addresses of Seller and Buyer,

In Zervant: First name + Last name + Adress section / Company contact information + Customer tab

 

6) The quantity and nature of the goods supplied or the extent and nature of the services rendered,

In Zervant: Description + Quantity + Unit / Invoice editor

 

7) The date on which the goods or services were supplied or the date on which a prepayment on account was made,

In Zervant: Date / Invoice editor

 

8) The price(s) exclusive of VAT per rate of VAT, displaying the unit price and any rebates, discounts and credits (if not included in the unit price),

In Zervant: Unit Price + Discount / Invoice editor

 

9) The rate of VAT chargeable,

In Zervant: VAT / Invoice editor

 

10) The VAT payable in respect of the supply of the goods or services,

In Zervant: Total VAT per rate / Invoice editor (automatically included based on VAT field)

 

11) Indications of any VAT exemption or reverse charge,

In Zervant: Invoice type / Invoice editor (Automatically added based on invoice type)

 

12) If applicable, the details necessary to identify the goods as a new means of transport,

In Zervant: Message field or Footnote / Invoice editor

 

13) If applicable, an indication concerning the VAT margin scheme if second-hand goods, works of art, antiquities and collectibles or certain travel agency services are being supplied,

In Zervant: Message field or Footnote / Invoice editor

 

14) If applicable, an indication concerning the supply of taxable investment gold,

In Zervant: Message field or Footnote / Invoice editor

 

15) If an earlier invoice is being amended, a reference to the earlier invoice.

In Zervant: Message field or Footnote / Invoice editor

 

Source:

<a href="https://www.vero.fi/en-US/Precise_information/Value_added_tax/VAT_details_to_set_out_on_sales_invoices">https://www.vero.fi/en-US/Precise_information/Value_added_tax/VAT_details_to_set_out_on_sales_invoices</a>

<div>
<h2>A) How to store your issued invoices</h2>
If your business is VAT-liable you shall ensure the storage of the invoices issued by your business. The country where your business is registered determines the period for which taxable persons/VAT-liable businesses carrying out operations on their territories are subject to this obligation to store. 
To store your invoices keep the following in mind:
<ul>
<li>Storage may be carried out at any place and on any medium, on the sole condition that the taxable person/VAT-liable business can access all the information stored at any time without delay.</li>
<li>The integrity and readability of the data needs to be guaranteed throughout the storage period.</li>
<li>Every invoice transmitted by electronic means shall also be stored, together with its advanced electronic signature, by electronic means.</li>
<li>Keep copies of all the sales invoices you issue even if you cancel them or produce one by mistake.</li>
<li>All credit notes are to be treated as invoices and must comply with the same conditions.</li>
</ul>
 
<h2>B) Are you required to issue invoices?</h2>
Under EU regulations, an invoice is required:
<ul>
<li>In most business-to-business (B2B) transactions and in some business-to-consumer (B2C) transactions. There may also be specific national rules about which transactions require an invoice.</li>
<li>In a B2B scenario, invoices are usually required when goods or services are supplied to another business or legal entity (such as an association or authority). However, there are some exceptions to this rule.</li>
</ul>
 
<h2>C) What should always be included in the invoice?</h2>
<ul>
<li>Your business full name and address (it is considered good practice to also include your business ID and VAT number)</li>
<li>The customer’s full name and address</li>
<li>Total amount payable</li>
<li>Payment details</li>
<li>A description of the quantity and type of goods supplied, OR the type and extent of services rendered</li>
<li>The unit price of goods or services (This does not include taxes, discounts, or rebates unless these are part of the unit price)</li>
<li>The transaction and payment dates (if these are different from the invoicing date). The VAT rate applied</li>
<li>The VAT amount payable</li>
<li>A breakdown of VAT amount payable by VAT rate or exemption</li>
<li>The foreign currency rate (if an alternative to the supplier’s national currency is used)</li>
<li>Sequential invoice number</li>
</ul>
 
In some cases, a simplified invoice can be issued. It must contain the following information:
<ul>
<li>The date of issue</li>
<li>The supplier’s VAT identification number</li>
<li>The type of goods or services supplied</li>
<li>The VAT amount payable (or information on how to calculate it)</li>
<li>Where applicable, a specific, unambiguous reference to the initial invoice and the details that are being amended (on a credit note, debit note or other document treated as an invoice)</li>
</ul>
The above points cover only the minimum information required. Providing additional information on an invoice is also possible.
Here are some fields commonly added to an invoice: 
<ul>
<li>Reference number: To match the invoice to the receivable on your bank statement</li>
<li>An order number: Usually requested by the buyer in order to be able to convey the invoice to the right department for approval and to match the invoice to the original order; (Can also be named purchase order, PO number or department number)</li>
<li>Recipient name / department name that approves the invoice</li>
</ul>
</div>

You can create receipts for a cash or card payments and download receipts for paid invoices in Zervant. These are two separate scenarios and we explain them both in this article.
<h2>How to create receipts for cash or card payments</h2>
Receipt for a card or cash payment is a document issued by a seller to a buyer, recording the sale transaction and confirming the payment. As a business, you have an obligation to offer a receipt to customers who purchase your products or services. Follow these steps to easily create and send receipts to customers who make an immediate purchase using cash or card. 
1. Go the Invoices tab and select New invoice → New receipt
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360017335878_Screenshot_2021_02_22_at_16_18_22_61316600ce.png" alt="create a new receipt for cash or card payments">
2. Fill in the customer's details, and other details
3. Save as Draft if you want to continue working later, or Preview
4. To send the receipt, click Approve and send. You can choose to send the receipt by email or download it as a PDF.
You can edit or delete the receipts you've created.
<h2>How to download receipts for paid invoices</h2>
If you want to issue a receipt for an invoice sent from Zervant, you can easily download a PDF receipt for the invoice. Read on to find out how. 
1. Go to the tab Invoices and select the invoice for which you would like to create a receipt
2. Mark the invoice as Paid if you haven't done so already 
3. Click on Download receipt. This automatically creates and downloads a PDF receipt. It should now be in the "Downloads" folder on your computer. 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360017335938_Screenshot_2021_02_22_at_15_20_14_ace3c81fb2.png" alt="Download receipt for a paid invoice">
4. If you wish to email a receipt to your customer, you must download the PDF file and send it via your own email client.
Receipts created directly from an invoice cannot be modified.
<h3>Useful tips for creating receipts</h3>
<ul>
<li style="font-weight: 400;" aria-level="1">Currently, it is not possible to create receipts for Down Payments, Payment Schedule invoices or Credit notes.</li>
<li style="font-weight: 400;" aria-level="1">Last line: Creating or downloading receipts is only available on the Zervant web app and not on our iOS or Android apps yet.
<div class="c-message_actions__container c-message__actions" role="group">
<div class="c-message_actions__group" role="group" aria-label="Message shortcuts" data-qa="message-actions"> </div>
</div>
</li>
</ul>

<div class="article-body markdown">A delivery note is a document sent along with a shipment of goods. It lists up the content of the shipment and the quantity of the goods delivered. </div>
<div class="article-body markdown">
 
With Zervant you can create a delivery note from scratch, or download a PDF delivery note from an invoice.
 
</div>
<div class="article-body markdown">
<h2 class="article-body markdown">Creating a delivery note from an invoice</h2>
1. Go to the >Invoices tab. 2. Choose the invoice from which you want to download a delivery note. 3. Select >Delivery note under the >More drop down menu. <img style="width: 650px; height: 149px;" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043270012_5dd2eed9688e2_97f97cb9ad.png" alt="Create a delivery note with Zervant">
</div>
<div class="article-body markdown"> </div>
<div class="article-body markdown"> </div>
<h2 class="article-body markdown">Creating a delivery note from scratch</h2>
<ol>
<li>Go to the >Invoices tab.</li>
<li>Navigate to the green button "New invoice" and click on the arrow.</li>
<li>Select >New delivery note and create an individual delivery note.</li>
</ol>
You will be able to fill in the products that were delivered, and the date of the delivery. 
<div class="article-body markdown"> </div>
<div class="article-body markdown"><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360019475597_New_delivery_note_96342eb0e2.png" alt="New_delivery_note.png"></div>
<div> </div>

<div class="p-rich_text_section">It is now possible to use the QR-billing in Zervant!</div>
<div class="p-rich_text_section"><a href="https://support.zervant.com/hc/en-gb/articles/360018751578" target="_self">Sending QR-bills with Zervant (Switzerland)</a></div>
<div class="p-rich_text_section"> </div>
<div class="p-rich_text_section">Furthermore, we are always working on making invoicing more flexible for our users and want to meet the different requirements in the Swiss markets. That's why we are now offering several invoice templates to choose from for our Swiss customers. In the invoice editor, you can choose between the following templates:</div>
<ul class="p-rich_text_list p-rich_text_list__bullet" data-stringify-type="unordered-list" data-indent="0">
<li data-stringify-indent="0">Default </li>
<li data-stringify-indent="0">Default with address on the right</li>
<li data-stringify-indent="0">QR-bill</li>
<li>QR-bill with address on the right</li>
</ul>
It is also possible to set your preferred layout as default. In order to do so, please navigate to >My Account >Invoicing settings and choose the template you want to set as default.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360019530097_Invoice_templates_EN_b8e0e889a6.png" alt="Invoice_templates_EN.png">
Please note that sending postal invoices through Zervant works only with templates that have the address on the left.

Zervant is a cloud-based software, therefore, when using two or more accounts at the same time on the same browser, it is highly likely that problems occur with data integrity while using Zervant. This is also related to the browser cache and account data that is stored during the duration of your login session.
Things that may happen are invoices or customers being saved in the wrong account or wrong data displayed in different views. These issues are not Zervant-specific and the same type of behaviour can occur when using any web app while you are logged in with two or more accounts at the same time.
If more accounts have to be used at the same time on the same computer, the best way is to use different browsers for different accounts (e.g. Google Chrome for account 1 and Mozilla Firefox for account 2).

There might be multiple reasons for this issue, but the most common reasons we encountered are:
 
<h2>Browser Cache issues</h2>
Browser cache issues or problems with cookies might interfere with page information saving. Clearing the browser cache/cookies or browser data usually solves the issue. 
 
<h2>Ad-blocking add-ons</h2>
Our software relies on data that comes from various sources and it can happen that one of them is blocked by an ad-blocker. To ensure full functionality of the software, we recommend you to disable ad-blocker on our site or temporarily disable it, so that Zervant can function properly.
 
<h2>Safari Private Window</h2>
In the past, there have been issues when using the Safari browser in its "Private Window". You can identify a private window in Safari from its dark 'Smart Search' field with white text. Due to the way Safari handled cookies and cache in this mode, Zervant would not work correctly. If that issue reappears, open a new window on Safari not using the "Private Window"-function.

<div>There are two ways you can use Zervant: by going to <a href="https://secure.zervant.com/login/login/en">https://secure.zervant.com/login/login/en</a> or by using the Zervant mobile app, available for both iOS and Android. The Zervant mobile app is constantly being updated and improved, but currently it’s possible to do the following in the app:</div>
<div> </div>
<ul>
<li>Create invoices and estimates.</li>
<li>Send your invoices and estimates via email or post or download them as PDF.</li>
<li>Send your invoices and estimates as a link through any messaging app.</li>
<li>Access your invoice list and get an overview of your paid and overdue invoices.</li>
<li>Access your estimate list and get an overview of your accepted and rejected estimates.</li>
<li>Change the status of your invoices to track overdue invoices.</li>
<li>Add and edit your customers.</li>
<li>Add and edit new products and services.</li>
</ul>
<div> </div>
<div>Additional services are available in the web-app. These include:</div>
<div> </div>
<ul>
<li>Receipts, payment reminders, payment schedules, time tracking, delivery notes and online payments.</li>
<li>Additional default invoice settings : message, footnote, VAT, currency and preferred payment methods.</li>
<li>Subscribe to a Premium plan.</li>
</ul>

With Zervant you can easily add a discount on invoices for your customers. The following article describes how you can set up your discounts and how discounts are calculated.
 
<h2>How to add a discount</h2>
1. Go to the tab >Invoices and create a >New invoice
2. Check the box >Discount on the right panel under the invoicing >Settings
3. Click on the downward pointing triangle to customise your discount settings for your invoice:
<ul>
<li>Discount based on: decide whether the discount is calculated for the whole invoice or a certain product/service</li>
<li>Discount type: offer your discount as percentage (%) or specific amount</li>
<li>Discount calculation: select whether the discount is incl. or excl. VAT</li>
</ul>
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360064824072_28e6e692cf.jpg" alt="Setting up discounts on invoices with Zervant" width="626" height="799">
There are two option on where to add the discount, on the invoice total or on the product.
 
Discount on the invoice total:
When adding the discount on the invoice total, you can select if you want to add the discount in £ (or any other currency) or in %. 
If you add the discount before tax, the software calculates the subtotal excluding VAT and reduces the discount from that amount. After that, the VAT % is calculated from the discounted amount and added on top of it.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420336697873_4d58969e31.jpg" alt="discount on invoice total before VAT" width="475" height="433">
 
If you add the discount to the amount including tax, the software first calculates the total including VAT out of all invoice lines and then deducts the discount.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420308874513_9c5e2702f1.jpg" alt="Bildschirmfoto_2022-02-09_um_09.02.49.png" width="475" height="430">
 
 
Discount on products/services:
You can also decide to add the a discount on your products/services. 
When selecting the discount on the invoice line excluding VAT, the software first deducts the discount from your product's price before tax, sums up the prices and after that, calculates the VAT for that amount and sums it up to the invoice total.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420309231505_c7b78ec927.jpg" alt="Bildschirmfoto_2022-02-09_um_09.35.07_1.png" width="475" height="415">
 
When selecting the discount on the invoice line including VAT, the software calculates the product price + VAT - discount = Total invoice line (example: £100 + 19%VAT(£19) - £20 = £99).
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4420337159953_6a4c9f8abe.jpg" alt="Bildschirmfoto_2022-02-09_um_09.32.55.png" width="475" height="420">

<div>
<h2>What is an e-invoice?</h2>
E-invoicing is a type of invoicing where all the same information of a regular invoice is provided in a digital format, and paper is completely removed from the process, making it easier, cheaper and more efficient. Your e-invoices are created, sent, received, processed and archived electronically, eliminating the traditional method of printing or scanning, posting or emailing, and then waiting for the recipient to handle them manually.
At Zervant we use <a href="https://www.basware.com/en-gb" target="_blank" rel="noopener">Basware</a> as our partner for delivering invoices to the right recipients. Please note that not everyone can receive e-invoices. Please check with your customer how they wish to receive the invoices.
Read more about e-invoicing in our blog: <a href="https://www.zervant.com/en/blog/all-about-e-invoicing/" target="_self">E-invoicing | Everything you need to know and more</a>
 
<h2>Why should I send e-invoices?</h2>
E-invoicing helps your customers pay your invoices faster and more efficiently, as they are received immediately by their invoice processing system when you send it (as opposed to an invoice sent in the post which can take several days). Also, large companies usually handle their invoices in one software in order to improve efficiency. Many are now adopting e-invoicing for precisely this reason. E-invoicing saves costs (e.g., paper, printing and storage) when compared with more traditional methods which makes it also eco-friendly!
You can learn more about e-invoicing from our <a href="https://www.youtube.com/watch?v=XvZRkxxzLjI" target="_blank" rel="noopener">video</a>. <iframe src="//www.youtube-nocookie.com/embed/XvZRkxxzLjI" width="560" height="315" frameborder="0" allowfullscreen=""></iframe>
 
<h2>How much does this cost?</h2>
E-invoicing in Zervant is included as part our <a href="https://www.zervant.com/en/pricing/" target="_blank" rel="noopener">Zervant Premium plans</a>. Therefore, there are no costs for your customer when using this service.
<a href="https://support.zervant.com/hc/en-gb/articles/360036368651" target="_self">How to subscribe to a Zervant Premium plan</a>
<a href="https://support.zervant.com/hc/en-gb/articles/360036368851" target="_self">How can I update my Premium plan and payment method?</a>
 Please note that it is not possible to receive e-invoices in Zervant. 
 
 
 
</div>
<div> </div>

Here are the most common reasons:
<ul>
<li>Incorrect credit card number or expiry date.</li>
<li>Insufficient funds.</li>
<li>The bank or credit card company was experiencing technical issues when the transaction was processed.</li>
<li>Some international transactions can be refused by a credit card company.</li>
</ul>
 Suggested actions:
<ul>
<li>Check the card’s balance.</li>
<li>Check that you have allowed online and international payments with the card.</li>
<li>Check the card details.</li>
<li>Try again later or with another card.</li>
<li>Contact your bank for more details about the issue.</li>
<li>For SEPA disputes also check <a href="https://support.zervant.com/hc/en-gb/articles/360050750711" target="_self">My SEPA payment was disputed. What should I do?</a></li>
</ul>

If you are on a monthly plan and you would like to switch to a yearly plan in order to save money, here's how to do it:
 
<ol>
<li>Go to My Account
</li>
<li>My plan</li>
<li>See plans</li>
<li>Pay yearly</li>
<li>Select the desired yearly plan and click Change to yearly
</li>
<li>Click the Pay button</li>
<li>You're all done!</li>
</ol>
 
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4409605173521_Monthly_to_yearly_zervant_plan_0785b66c7a.gif" alt="Monthly_to_yearly_zervant_plan.gif">

When paying for your subscription to one of our premium packages we offer a variety of solutions. This article explores SEPA credit transfers.
 
<h2>What is SEPA? A brief overview</h2>
SEPA is the acronym for the Single Euro Payments Area - a payment integration initiative with the aim of making cross-border bank transfers within the EU as simple as domestic transfers. At the time of writing, participating countries include the 27 member states of the EU, the 4 members of the EFTA and the UK. 
The SEPA project challenges the fragmentation of the national markets for euro (€) payments to create a single domestic market.
Citizens, businesses and public authorities can make and receive cashless payments to any account within the SEPA using one account and one set of payment terms.
Bank accounts within any eurozone country can make and receive payments across the eurozone as if the transfers were made in the account’s home country - making it easier to receive things like salary payments whilst working abroad.
This doesn’t only benefit the account holders but the European economy as a whole - by standardising financial practices, developing the tech infrastructure and creating common procedures across regions, it is hoped that the SEPA project will reduce the cost of moving capital around the area by up to 3% of the GDP.
 
<h2>Using SEPA transfers to pay for your Zervant subscription</h2>
We’ve tried to make it as easy as possible to pay for your subscription using SEPA payments.
To make sure SEPA payments are processed correctly, please observe the following terms of use carefully:
With regards to the following conditions, “I” refers to our customer:
<ol>
<li>
I must enable SEPA Direct Debit (DD) payments with my bank 
</li>
<li>
I must have funds available in my bank account at the time of each payment 
</li>
<li>
I must not dispute subscription charges made to my bank account by Zervant 
</li>
<li>
I understand that if I make any payment disputes, for whatever reason, a new invoice including all dispute fees will be issued immediately 
</li>
<li>I understand that after two payment disputes, SEPA Direct Debits will be blocked as a payment method available to my account</li>
</ol>
 
When prompted to set up payment for your Zervant subscription, you will see this option: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360060829431_SEPA_new_Prelim_a36f99ef9a.png" alt="SEPA-new-Prelim.png"> 
We work in collaboration with Stripe, our payment partner for subscriptions and online payments. 
Now that your payment is processed, you will receive an email from Stripe each time your monthly subscription is debited from your bank account via SEPA Direct Debit: <img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360060660612_SEPA_debit_cf5d25a7a3.png" alt="SEPA-debit.png" width="500" height="490"> 
If any problem arises with your SEPA payments, please contact your bank and refer to our terms detailed above before getting in touch. 
For any other enquiries, you can ask our customer success team for expert guidance or refer to our Help Centre for more information.

hc-article_attachments-360060829431-SEPA-new-Prelim.png

hc-article_attachments-360060660612-SEPA-debit.png

When you create a new account in Zervant, you will find one example customer (“Customer Company Ltd”) with fictional contact details in your tab >Customer. The VAT number GB123456789 belongs to the fictional customer. If you create a test invoice addressing the example customer, you will see his fake VAT number GB123456789 on the upper right-hand side of the invoice. 
Therefore, GB123456789 indicates where your real customer’s VAT number would be shown on the invoice.
Your own VAT number (entered in >My account >Company details) will be displayed in the footnote of every invoice.

<div class="article-body markdown">It is possible to import your <a href="https://support.zervant.com/hc/en-gb/articles/360036368271-Importing-multiple-customers" target="_blank" rel="noopener">customer</a> and <a href="https://support.zervant.com/hc/en-gb/articles/360036368511-Importing-multiple-products" target="_self">products/services</a> databases in .xls or .csv files to your Zervant account. Unfortunately, we do not offer a feature to import invoices from other software. </div>
<div class="article-body markdown"> If you want to have your old invoices in Zervant, they can be created manually (one by one), just go to the >Invoices tab and click >New invoice.</div>

You can remove the VAT on product lines in the invoice editor under Invoicing settings -> Visible columns: 
 
<img alt="visible columns VAT" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266692_5dd2edc830c5b_aeb5c0eff9.png" style="width: 300px; height: 371px;"> 
 
In this case, the VAT column will disappear, but you will still see Total VAT and Net Total at the bottom of your bill: 
 
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043310751_5dd2edc901e2d_97c3439a85.png" style="width: 313px; height: 66px;"> 
 
To remove all mention of VAT (e.g. Net total) from your invoice, you can set the invoice type to ‘Sales exempt from VAT’: 
 
 
<img alt="" src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360043266712_5dd2edc9a3200_332c48d801.png" style="width: 247px; height: 297px;"> 
 
Please note, that even if your company is not VAT registered, it doesn’t automatically mean that your sales are exempt from VAT. This is why we highly recommend checking this with your accountant. You can also read more <a href="https://www.gov.uk/guidance/vat-exemption-and-partial-exemption">here</a>.

You can now add five types of reference numbers on your invoices in Zervant:
<ul>
<li>
Buyer’s purchase order number 
</li>
<li>Buyer's reference</li>
<li>Buyer's contract number</li>
<li>Seller's order number</li>
<li>
<a href="https://support.zervant.com/hc/en-gb/articles/360048668512" target="_blank" rel="noopener">Payment reference</a> 
</li>
</ul>
All selected references are displayed on both, on usual invoices as well as on your e-invoices.
Go to >Settings >Visible references on the right-hand side of your invoice editor and select the references you want to show to your customers.
<img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_360059606312_mceclip1_39be978647.png" alt="mceclip1.png">

The short answer is no. It is not possible to integrate Zervant with other software nor is the Zervant API open for now.
This is something we are currently working on in the form of bank account integration. If you have any suggestions about which software you’d like to see Zervant integrate with, don’t hesitate to provide us feedback via the contact form.

<div>
Both draft estimates and approved estimates can be edited and deleted. To edit or delete an estimate, go to the >Estimates tab, select the estimate you wish to edit or delete, and click on >Edit or >More >Delete.  
</div>
<div> </div>
<div><img src="https://skilled-power-8bd28470f8.media.strapiapp.com/hc_article_attachments_4403005681297_a54a0fcc19.jpg" alt="Edit Delete Estimate.png"></div>
<div> </div>
<div>Useful tips:</div>
<ul>
<li>Edits you make to draft estimates will not be recorded anywhere. However, if you edit approved estimates, all the approved estimate versions will be archived under the >History (>Estimates tab - choose an estimate - see the History tab on the bottom right).</li>
<li>If you delete a draft estimate, it will disappear entirely and cannot be recovered. However, approved estimates that are deleted can be found under the >Estimates tab - see the options on top of the page >More >Deleted.</li>
<li>If you made a mistake and accidentally deleted an estimate, you cannot restore it. You can create a copy of it though by choosing the deleted estimate >More >Copy as new.</li>
</ul>

In 2018, the <a href="https://www.batiactu.com/edito/confusion-autour-mise-place-logiciel-anti-fraude-a-51743.php" target="_self">anti-fraud legislation in France changed</a> so that our software is not affected by it. This law only concerns cash register softwares which Zervant is not, thus a certificate is not required from us.

I cannot login to my user account. Resetting my password does not work either. What can I do?