This is a paid feature
The module can be activated in the contracting company for a fee and is available only in Professional and Enterprise contracts.
If you have any questions regarding this feature, please reach out to your contact person or our support team, they are happy to help.
What is a payment receipt and how do I use it?
A payment receipt is a simplified version of an invoice, specifically designed for B2C business cases. It only shows the product/service they have purchased, and the gross price (without showing the exact tax rates applied).
In the Merchant Backend, it can be set if all customers receive the payment receipt instead of a full invoice, or only private customers receive it and business customers receive the full invoice - however it suits your business.
Our system distinguishes B2C and B2B customers according to their stored invoice address in their customer account.
Setup Guide for Payment Receipts
In order to activate the payment receipt, the following settings must be done:
1 Contracting Company: Activate the module
Note
This requires admin rights.
Once activated in the contracting company, the module is activated for all clients within this contracting company, and the settings can be adjusted for each client individually.
Open the contracting company.
In the navigation bar, click on Contract modules and scroll down to Payment Receipt.
Click on Open and Activate.
2 Contracting Company: Activate system mails and PDF attachment
Note
This can be done in the contracting company. If you want different settings for each client, these settings can be overwritten in the client.
In the navigation bar, open Mail Settings.
In the action bar, click on Edit.
Settings Tab
Look for Payment Receipt and make sure that the checkbox Send Email in the column Send to customers is ticked.
Manage PDF Attachments Tab
In the Manage PDF Attachments tab, it is defined who will get the payment receipt.
The most common use case would be:
Invoice PDF activated for business customers only
When a business customer (B2B) purchases an offer, they will get the “normal” invoice email with the full invoice attached.Payment Receipt PDF activated for private customers only
When a private customer (B2C) purchases an offer, they will get the payment receipt email with the payment receipt attached.
2 Client: Activate system mails and PDF attachment (overwrite contracting company’s settings)
Open the client for which the mail settings should be overwritten.
In the navigation bar, click on Settings > Miscellaneous > Mail Settings.
Click on Edit.
If not already done, use the slider to overwrite the contracting company’s settings in this client.
Settings Tab
Look for Payment Receipt and make sure that the checkbox Send Email in the column Send to customers is ticked.
Manage PDF Attachments Tab
In the Manage PDF Attachments tab, it is defined who will get the payment receipt.
The most common use case would be:
Invoice PDF activated for business customers only
When a business customer (B2B) purchases an offer, they will get the “normal” invoice email with the full invoice attached.Payment Receipt PDF activated for private customers only
When a private customer (B2C) purchases an offer, they will get the payment receipt email with the payment receipt attached.
3 Client: Activate dispatch and download of payment receipts
The creation of payment receipts in the Merchant Backend for all customers (both B2C and B2B) and the ability to download the payment receipts in the Self Service for private customers (B2C) must be activated in the invoice settings in each client.
Important
If this is not activated, payment receipts are not generated and stored in the system, hence not sent to customers (even if PDF attachment and system mail is activated) and customers cannot download their payment receipt in the Self Service. So make sure this is activated!
In the navigation bar, click on Settings > Financial > Invoice Settings.
Click on the Invoice Management tab.
Click on Edit.
Tick the checkbox Activate Payment Receipts and save.
Customize Payment Receipt Mail Templates (if desired)
Payment Receipt mail templates can be customized as any other system mail either in the contracting company or in the individual clients.
A detailed instruction on how to customize email templates can be found here: E-Mail Templates
Contracting Company Templates > Mail Templates | Client Templates > Mail Templates |
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Download Payment Receipts or Full Invoices in Merchant Backend and Self Service
Both payment receipts and full invoices are automatically created for each customer (both B2C and B2B) and can be downloaded in the Merchant Backend.
For example, if mail attachment settings are set that private customers (B2C) only receive payment receipts, and a customer asks for the full invoice - it can always be downloaded in the Merchant Backend and sent to the customer separately.
Merchant Backend
Invoices and payment receipts can be found as usual either in the customer account in the Billing tab or in the navigation bar Invoices.
Self Service
Customers can find their payment receipt/full invoice as usual either in the overview page or in the Invoices tab to download.
If payment receipt PDF is activated, they can only download the payment receipt - not the full invoice and vice versa.
Checklist for Setting Up Payment Receipts
Payment receipts module in the contracting company is activated
Payment receipt system mail is activated (either in the contracting company or in the client)
Payment receipt PDFs are activated (either in the contracting company or in the client)
Payment receipt dispatch and download is activated in the invoice settings in the client
If desired, mail templates are customized (either in the contracting company or in the client)
Troubleshooting
FAQ
How does the system know that it’s a private customer or a business customer?
The system distinguishes customers between B2C and B2B by the invoice address. When adding an invoice address to a customer account (both in the Self Service and the Merchant Backend), it can be set if this address is a business address or not. In the customer account in the invoice address tab, the symbol in the left-hand corner shows if it’s a business or a private address.
Private address:
Business address:
Is a full invoice created when I have activated the payment receipt for private customers?
Yes. The system automatically generates both payment receipts and full invoices. Full invoices can be downloaded - if required - in the customer account’s invoice detail view.
Our private customers don’t receive payment receipts email, but invoice email. Why is that?
If this issue occurs, please check the following in the Merchant Backend:
Check if the payment receipt is activated in the invoice settings.
In the clients view, click on Settings > Financial > Invoice Settings and open the Invoice management tab. The “Activate Payment Receipts” should have a green tick, if activated. If it is not yet activated, activate it by opening the settings in edit mode and tick the checkbox.Check if the invoice PDF is deactivated for private customers and payment receipt PDF is activated for private customers.
Either in the contracting company or in the client - depending on your preferences/settings overall.
Open Mail Settings and Manage PDF Attachments tab. Deactivate the invoice PDF for private customers and activate the payment receipt PDF for private customers.
What’s the difference between a payment receipt and a full invoice?
A full invoice includes tax breakdowns, meaning the gross price is broken down into net price and VAT. In most cases, however, these information often irritate private customers, and they do not need this information. That’s why a payment receipt comes handy for private customers. A payment receipt only shows the gross price of what the customer has bought - so they can see at a glance what they actually need to pay.