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Invoicing Settings

Written by VAT4U Support

As part of the VAT Expert module, the Invoicing Settings section is designed for VAT experts using the VAT4U technology to serve clients and issue invoices. This area allows you to customise your invoice number format, your order number format (if applicable), and the email templates used when sending invoices and reminders to your clients.

Customising Invoice and Order Number Formats

You can define the format for your invoice and order numbers using specific placeholders:

  • Invoice Number Format: To create a custom invoice number format, include the placeholder {S}, which represents the sequence number of the invoice. For example, if you set the format as INVOICE#{S}, it will generate an invoice number like INVOICE#43, where 43 is the current sequence number.

  • Year Reference: You can also include a year reference in your invoice numbers using the {YEAR} placeholder. For example, using the format INVOICE-{YEAR}-{S} will produce an invoice number like INVOICE-2026-43, indicating the year alongside the sequence number.

  • Order Number Format: If your invoicing includes order numbers, you can set a similar format for them using the same placeholders.

After you have configured the desired formats, click Save invoicing data to apply your changes.

Customising Invoice Email Templates

You can now tailor the subject and content of the emails sent from VAT4U Invoicing — both for the initial invoice email and for the reminder email — so the messages your clients receive match your company's tone and language.

Two template groups are available in the settings:

  • Invoice email template — used when sending the invoice for the first time.

  • Reminder email template — used when sending a payment reminder for an unpaid invoice.

Per-language templates

Each template group supports multiple languages. For every language you intend to send invoices in, you can configure a dedicated subject and body:

  1. Inside the relevant template group, click Add template for another language.

  2. Select the language from the dropdown.

  3. Enter the Subject and Content for that language.

  4. Repeat for every language you want to support.

  5. To remove a language, click the delete button on its card.

English as fallback — if no template is configured for the recipient's language, the English template is used automatically. We recommend always keeping an English template configured so every recipient receives a properly localised email.

Supported placeholders

You can use the following placeholders inside both the Subject and Content of any template — they are substituted automatically at send time:

Placeholder

Replaced by

{invoice_type}

Type of invoice (e.g. Invoice, Credit Note)

{invoice_number}

The full invoice number, generated from the format defined above

{invoice_date}

The invoice issue date

{contact}

The recipient contact name

{due_date}

The invoice due date (most useful in reminder emails)

{total_due}

The outstanding amount (most useful in reminder emails)

Subjects automatically render {invoice_type} with proper capitalisation (e.g. "Invoice 123 from 14.05.2026"), while content keeps the lowercase form your existing wording expects.

Sensible defaults

If you have not configured any custom templates, VAT4U falls back to pre-populated defaults in German and English for both invoices and reminders — so nothing changes until you decide to customise. Existing customers were automatically migrated to the new per-language structure with their previous templates preserved.

Saving your changes

After configuring number formats and email templates, click Save invoicing data to apply all your changes at once.

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