Client User's Guide

© 2023 Copyright invoitix ag | Client User’s Guide 1
Client User’s Guide

Data Entry App (DEA) version 2.5
Invoitix ag
Haselstrasse 1, Baden +41 (0)56 555 30 50
SWITZERLAND sales@invoitix.com
Table of Contents
Table of Contents .............................................................................................................................. 2

Welcome to invoitix ag!.................................................................................................................... 4
General information .......................................................................................................................... 5
Browser ........................................................................................................................................... 5
Login ................................................................................................................................................. 6
Account & Settings ....................................................................................................................... 7
Main functions of DEA 2.5 ............................................................................................................... 8
Dashboard ......................................................................................................................................... 10
Details ............................................................................................................................................ 11
General info .................................................................................................................................. 12
Vehicles ......................................................................................................................................... 13
Manage vehicles .................................................................................................................................................... 13
Attachments ................................................................................................................................. 17
Bank details .................................................................................................................................. 18
Settings.......................................................................................................................................... 18
Requesting correction / offer .................................................................................................... 22
Customers ......................................................................................................................................... 40
Status ............................................................................................................................................. 41
Rating ............................................................................................................................................. 41
Originals Required ...................................................................................................................... 41
Total Limit ..................................................................................................................................... 42
Registering a new customer ..................................................................................................... 43
Invoices............................................................................................................................................... 47
List .................................................................................................................................................. 47
Add New Invoice .......................................................................................................................... 50
Approved or Rejected ................................................................................................................. 60
Rejected ......................................................................................................................................... 62
Approved ....................................................................................................................................... 64
Invoice Details .............................................................................................................................. 65
Transactions ...................................................................................................................................... 69
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Client payouts................................................................................................................................... 70
List of transactions for invoice adjustments and payment adjustments ........................ 73
Adjustments for Purchased invoices ....................................................................................... 74
Adjustments for Service invoices ............................................................................................. 74
Adjustments for Collection invoices ....................................................................................... 75
Payout transactions for Purchase invoices ............................................................................ 75
Payout transactions for Service invoices................................................................................ 75
Payout transactions for Collection invoices .......................................................................... 75
Fees & other transactions .......................................................................................................... 76
Deductions .................................................................................................................................... 76
Recommend ...................................................................................................................................... 77
List .................................................................................................................................................. 77
Recommend .................................................................................................................................. 79
Service invoice .................................................................................................................................. 80
Collection invoice ............................................................................................................................. 80
Payout – conditions to receive the money.................................................................................. 80
Contact details ................................................................................................................................. 82
Invoitix ag
Welcome to invoitix ag!
We are Europe's leading digital invoicing platform exclusively available to the road
transportation industry and you are reading a guide to the online application Data Entry App
2.5 (DEA 2.5) created especially for you, our client.
The 2.5 version enables viewing all your personal details, documents, and other
information directly in our app. Additionally, you can now request corrections to your stored
data online.
You can also add licence plates for your vehicles in the new “Manage vehicles” section of the
app. This will speed up submitting invoices because you will be able to select them directly
from a pick list once entered.
With this new release, you can request an invoitix contract or additional service directly
within the DEA! We are offering online contracting through a partnership with DocuSign and
IDnow. This means you can sign contracts on your computer, once you add your e-signature,
your new contract immediately becomes effective.
Let's go!
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General information
Browser
We recommend that you use Google Chrome as your browser because the new application
has been optimised for that browser.
*Useful tip: to make sure you get the best view possible, please, click on the three vertical
dots symbol in the upper righthand corner of your browser and adjust the view by using the
zoom.
Development of DEA version 2.5 will continue, and new functionalities will be continuously
implemented to provide you with an even better user´s experience.
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Login
To log into the new DEA 2.5, you will use the same credentials (email & password) as you
have been using with the previous releases. If you are a completely new client to invoitix, you
will log into the app using the one-time password emailed to you by invoitix. Please RESET
your password by clicking on the Forgot password? link below the login window. This step
is for security reasons and ensures that you are the only person who knows your password.
Do not share your password with anyone else. Additional login credentials can be requested
for anyone else in your company needing access to the app. Just contact one of the invoitix
offices for assistance.
After logging in, the application will request you to confirm a 6-digit authorization token. The
token will be sent to your registered email. If you enter the 6-digit number incorrectly 10
times, your access to DEA will get blocked. If that happens, please, contact your invoitix office
to get the access unblocked.
Tip: You can also tick the small entry field and pause the token confirmation request for the
next 30 days. However, remember that if you change a browser or a device on which you use
DEA, as well as if you open DEA in an incognito window, you will still need to enter the
authorization token even if 30 days have not passed.
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Account & Settings
After logging in you will see a small person icon in the upper right-hand corner. Clicking
on the icon opens the Account & Setting popup where you can set the language of the app
and the theme (light or dark mode) and / or sign-out of DEA 2.5
*The language currently offers English, Polish, Serbian (Cyrillic), Serbian (Latin), Spanish, Czech., Bulgarian,
Portuguese, Lithuanian, Romanian, Russian, Hungarian, Slovak, Turkish, German, French, Italian and Ukrainian .
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Main functions of DEA 2.5

The client’s view of the app has the following six left-hand navigation options:
● Dashboard (for reviewing client details, managing vehicles data and requesting
corrections or offers)
● Customers (for submitting new customers)
● Invoices (for submitting new invoices)
● Transactions
● Client payouts (for daily payouts)
● Recommend (for recommending new clients)
You can see their list, with each option´s own icon, on the left-side panel where you can
easily navigate to them.
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Dashboard
After logging in, the application automatically takes you to your client Dashboard.
There are currently two tabs on this page:
● Dashboard
● Details
Dashboard
The central part of Dashboard displays your financing limits and the current account
balance on one or all of the following types of client accounts:
1. Account for International business (EUR currency)

2. Account for Domestic business (EUR currency)
3. Account for Domestic business (your local currency)
Within each type, if set up for your company, you will see
- The total limit of all purchased invoices
- The remaining limit of all purchased invoices
- The total of purchased invoices in the last 30 days
- The balance of your current account (you can now download your current account
balance in an excel sheet by clicking on the small blue square icon next to the current account
value)
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On the right side of Dashboard, you can see a section with your basic client and company
information including your client number, client name, registration number, company
address, VAT number, manager's name, phone number and the email.
Confirmation email ON/OFF - By switching this option ON or OFF you can now decide
whether you would like to receive an email confirmation every time your invoice has been
approved, including all of the attachments related to the invoice.
Comments – in this section, you can view comments added by invoitix.
Details
On this page you can review your company details, request their correction or a new offer
from invoitix.
There are currently 5 tabs available on Details page:
● General Info
● Vehicles
● Attachments
● Bank detail
● Settings
The button for requesting correction or a new offer is located at the bottom of each page.
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General info
General info page lists basic company data, information about your company management
and employees. It also includes the company data in your local language.
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Vehicles
On the Vehicles page you can review all your vehicles sorted by weight category, information
about another factoring company being currently used or not and monthly volume of
international or domestic business in EUR or local currency.
Manage vehicles
To enter, edit or delete information about your vehicles, click on the Manage vehicles icon.
You can use the vehicle licence plate field or weight (in tonnes) field to filter for a specific
vehicle.
Click on the trashcan symbol to remove a vehicle from the list.

Click on the pencil symbol to edit the vehicle licence plate and weight category.
New vehicles can be added in the panel in the right hand portion of the screen.
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Editing vehicle details
After you edit and save the vehicle details, a green pop-up message appears in the upper
righthand corner of the screen to confirm the successful edit.
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Removing a vehicle from the list
After removing a vehicle from the list, a green pop-up message appears in the upper
righthand corner of the screen to confirm the successful removal.
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Adding a vehicle
Click on the small blue triangle (icon) at the desired weight category, enter the vehicle licence
plate number and click Add to list.
Once done, a green pop-up message appears in the upper righthand corner of the screen to
confirm the successful addition of a vehicle.
Click on Back to details at the bottom of the screen in order to return to the main Details
page.
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Attachments
On this page you can find all official documents related to your cooperation with invoitix such
as the Client Agreement (Contract), GDPR consent document, Company registration
document, ID/Passport copy, Vehicle licence, Client statement, Financial statements, CMR
insurance, Bank document, Addendums and Amendments.
Click on the document title to open it. You can zoom in/out, download or print the documents.
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Bank details
This page displays settings on automatic reminders which are normally sent to all customers
5 days after each open invoice´s due date.
Apart from that, bank account details can be reviewed here for both the international and
domestic business accounts.
Settings
The last tab on the details page called Settings displays 5 cards:
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● Fees
● Limits
● TBR (Time Based Recourse)
● Fuel card
● Contracts
Fees
On this page you can review commission fees for international and domestic business
invoices, applied and automatically charged by invoitix as stipulated in your agreement.
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Limits
This page shows your current total limit for purchasing invoices on your international
business account and up to two domestic business accounts.
You can also find a single invoice limit here.
Time based recourse (TBR)
If TBR is included in your agreement with invoitix, this functionality will be turned on. It will
show the number of days after which your open purchased invoices will be converted into
service invoices. If you do not have TBR included in your contract, the functionality is off.
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Fuel card
If you have a fuel card contract with invoitix, the fuel card company will be automatically
activated and displayed in this list. If a guarantee is required for your partner, the amount of
the guarantee will be displayed here.
Contracts
Under contracts you can view what type of signature process you have selected for contracts
and contracts related documents.
There are two signing options:
● E-signature (recommended) : It is quick and easy if you have your passport ready for
the video confirmation. Additionally, once you have signed it, your contract becomes
valid and you only have to sign this one copy in all necessary positions. Please, see
more information about the e-signature process on p. 29 of this guide.
● Manual signature: This process is much more time consuming and prone to error
because you have to manually find and correctly sign all signature fields in multiple
documents. You will also have to complete the process in duplicate and physically
mail the originally signed documents to the local invoitix office. Much time is lost
using the physical postal system and the possibility of your contract not being
delivered exists. Invoitix recommends using the e-signature process.
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Requesting correction / offer
Throughout all the five tabs on the Client Details page you can see the Request correction
/ offer button at the bottom of the screen.
Requesting correction:
If you change your bank account details, your phone number or your email, request a
correction and our sales representative will confirm the change and update the DEA. If you
have a major change, such as a new company name, registration number or VAT number,
request a new offer and our sales team will create an amendment to your existing agreement.
As an example, let´s review a scenario when you would like to request correction of your
company telephone number. This data is located on the General info tab. The 1st step is to
click on the Request correction / offer button at the bottom of the screen.
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The fields on the page now become editable and a new tab called Corrections / Offer is
added to the view. Edit the Company telephone field and click on Save.
A green pop-up message appears in the upper right corner of the page to confirm that the
edited data (updated telephone number) has been successfully saved. At the same time two
separate buttons become active at the bottom of the page: Request offer or Request
correction.
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Click on Request correction.
A green pop-up message appears in the upper righthand corner of the screen confirming that
the correction has been successfully requested. At the same time, we can see the status
Correction requested below the pop-up message. At this point, an email is also sent out to
the client confirming that their correction request has been received and will be reviewed by
invoitix.
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You can decide to cancel your correction request. To cancel the request, click on Cancel
request at the bottom of the screen and confirm the cancellation.
If invoitix approves your correction request, you will find the information directly in the DEA,
too. A Request approved message is now displayed and it is necessary that you confirm the
correction by clicking on Ok, I understand.
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If invoitix rejects your correction request, you will find the information directly in the DEA,
too. A Request rejected message is now displayed together with a short rejection reason
comment. It is again required that you confirm acknowledgment of the rejection by clicking
on Ok, I understand.
Requesting a new offer
If you are interested in having an additional service from invoitix, such as Fuel cards, feel free
to request a new offer for an addendum to your existing agreement.
If you are interested in changes to any details which are included in your contract, please,
request a new offer.
Remember to choose a type of signature before requesting a new offer on the Settings page.
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Let´s review an example of a scenario when you request a new offer because you are
interested in the Fuel card service.
On Details page, click on Request correction/offer. Move to card Settings – Fuel card and
select a fuel card company. Click on Save.
A green confirmation pop-up message appears in the upper righthand corner of the screen.
Up to here, the flow is the same as with requesting a correction. However, now click on
Request offer (instead of Request correction) at the bottom of the page.
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Invoitix sales representative will now review the new offer request and if all the data
enterred in „Corrections/Offer“ tab is correct, they will approve it. Status of the request is
now updated to Data approved.
After this, a sales representative begins preparing a new offer (Client Agreement, Client
Statements and GDPR document) for you. The status of the offer is updated to Offer in
progress.
Once the offer is prepared, the sales representative sends it to GSM (General Sales Manager)
for approval. Until the offer is reviewed by GSM, the status of the offer remains Pending
GSM.
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E-signing of contracts and related documents (recommended)
If you have selected e-signature option in your Settings of Contracts, after GSM approves
your new offer, you will receive an email from DocuSign.
If you are new to DocuSign and have not used this software to e-sign documents before, you
will be invited to complete the ID verification process. Please, make sure to have your valid
passport or national ID (EU only) card ready on you. This process only needs to be
completed once and thereafter you will be able to e-sign any documents using your account
in DocuSign.
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Follow the instructions in your email or as displayed throughout the authentication and e-
signature process:
Step 1: Sign the document
The icons below refer to positions on the contract where your signature and stamp are
required. Please click on start to place your signature and company stamp everywhere you
see the icons. Review the entire document to make sure that your signature and stamp have
been placed in all the required positions.
Step 2: Continue to authentication
Enter your valid email address (the one you have provided to invoitix), accept terms and
conditions and click on "Start authentication".
Step 3: Choose identification option
Choose your preferred option of identification - via mobile phone or computer. You will then
be asked to download a simple and free ID now app if the mobile phone option is chosen.
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Enter your valid mobile phone number and expiration date of the document (Passport or
National ID) that you will use for the identification process. Accept all necessary conditions
on the page by ticking the boxes and click on Start identification.
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Step 4: Connection speed test and video identification
At this point your connection speed will be verified and you will be redirected to a real ID
now employee. Follow the instructions of the ID now employee in order to demonstrate your
document.
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After ID now employee confirms, that your documents have been demonstrated in all ways
needed on camera, you will be asked if you really want to e-sign the contract.
Step 5 – confirm data for ID now
Respond yes, then enter one more time your email address and the phone number, accept
all terms and conditions that you see on the screen. An sms code will then arrive on provided
mobile phone number. Insert this number code in the field you can see on the screen. The
IDnow employee will still be online with you, so you can ask for help or more information.
While your signature is pending review of your identification, please, DO NOT close the
window and wait until the process is completed!!! The review takes approximately 15
minutes but it may take longer in rare cases.
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Step 6 – Congratulations! The e-signing process has been successfully completed!
As soon as the review is finished and the e-signing process is completed, you will receive a
copy of the signed document on your e-mail. Please, save it for your future reference.
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Manual signature process
After GSM reviews the new offer proposal (status is updated to GSM Reviewed) and
approves it, the offer is automatically sent to the client. At this point status of the offer is
updated to Offer sent. Follow to the Offer tab to review the new offer. Click directly on any
of the three documents in the left portion of the screen (Client agreement, Client statement
and GDPR) to open the document to review, download or print it out.
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If you do not agree with the offer, you can reject it. To reject an offer, Click on Reject at the
bottom of the screen, enter a reason for rejection and confirm it. Upon this the status of the
offer gets updated to Client Rejected and the sales representative needs to prepare a new
offer again.
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However, if you agree with the proposed offer, continue with the following steps:
• Open and review all the documents.

• If everything is OK, please print all of the documents out.
• Print out 2 copies of each document.
• Stamp each page of all copies as indicated on the document.
• Sign each page of all copies as indicated on the document.
• Scan 1 copy of all completed documents as PDF.
• Upload 1 copy of each PDF file back into the DEA on the right-hand side of
the Offer page.
Once the documents are uploaded back into the platform, the Send button gets activated.
Click on Send at the bottom of the screen.
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A green pop-up message appears in the upper righthand corner confirming that you have
sent the signed documents back to invoitix. The status of the offer now gets updated to
PDF received.
Sales representative of invoitix now reviews the signed documents and if everything is
correct, approves them. You will then be reminded that the signed documents need to be
mailed by standard post to your local invoitix office.
Once the signed documents arrive in local office of invoitix, the sales representative confirms
this in the DEA. You will receive an email confirmation informing you that the offer (new
contract, addendum or amendment) is now valid. All new data from the Request
corrections/offer tab is transferred to Client Details page. Corrections/Offer and Offer tabs
disappear.
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Signed and uploaded documents are stored in the Attachments tab and Offer Status is
updated to "-"
Customers
After clicking on Customers, the app takes you to the entire database of all Customer
companies. The general search entry field has been removed from every list page. You can
now filter or sort each column individually providing you with much more advanced search
capabilities.
For each customer you can see and filter their:
● Status
● Rating
● Customer number and name
● VAT
● Street
● Postal Code
● City
● Country
● Email
● Phone
● Originals required (yes or no)
● Comments
You can sort content alphabetically or in numerical order by clicking on any column heading
or use the search entry field / pick list below each column title.
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Status
The status of each customer shows whether a customer has been APPROVED by invoitix to
process (purchase, service, or collection) invoices. We have introduced this functionality to
minimize risks for you, avoiding unreliable, bankrupt, or fraudulent companies.
It is a great opportunity for you to learn of a (new) customer´s invoitix rating & limit before
you even consider accepting a transport order from them. To simplify your search for a
customer, we recommend that you enter their VAT number into the respective entry field
without the country code and without gaps. You can check already existing entries of
customers on our app, see if we have already approved the customer for submitting invoices
& if you don't find your potential customer you can register a new customer in advance.
Within a short period of time (approximately 48 hours) we will review and rate new
customers. Based on this information you can make the right decision, whether you want to
accept a transport order or not.
If a customer is marked as Approved, you can start submitting invoices for them.
Rating
The DEA 2.5 has an assessment system based on simple traffic light colors, described
in more detail below:
● Green: Financially strong companies with a good payment history at invoitix. Invoices
for these companies will always be purchased if the total amount of open invoices
does not exceed their insurance limit.
● Yellow: These companies are less financially strong and/or may have smaller
insurance limits, not allowing invoitix to purchase infinite invoices from such
companies. However, if you want to know whether your invoice would be purchased
beforehand, just contact our accounting department and we will confirm the status
of any specific customer company marked as yellow in our database.
● Red: These companies have poor invoitix ratings, limits and/or bad payment histories
with invoitix. We will not purchase invoices for companies with a red rating in our
database. Note: The rating system used within the DEA is the intellectual property
belonging to invoitix, made exclusively available in our app to you, our client. This
information is not publicly known and is NOT permitted to be copied and transferred
to anyone.
Originals Required
In the field named ORIGINALS REQUIRED you can see information on whether the customer
requires that you send them the original invoice (issued by invoitix) together with the
transport documents, using the standard postal system.
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Having included this information directly in DEA 2.5 we will no longer send you emails asking
you to send the original documents after approving an invoice. If there is YES in this field,
we automatically assume you will send the documents to your customer by standard post.
This is very important because every delay that you have sending the documents, means a
delay for payment.
The documents you must send by post are:
● The invoice which we have generated and is available on the invoice detail page.
● Freight Order
● CMR, proof of delivery, delivery notes or other documents required for your specific
delivery
● Pallet exchange notes or other requested documents as required by your customer.
● NEVER SEND YOUR OWN INVOICE BY POST OR BY E-MAIL TO THE
CUSTOMERS!
Total Limit
To view the total limit for purchasing invoices as well as the remaining limit of a customer on
both international and domestic business, filter your desired customer and click on their
company name to view their dashboard.
On the customer’s dashboard page, you will find invoitix limits. In the right portion of the
screen, you can see the company Details, Other Contacts and the Comments section.
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The INTERNATIONAL LIMIT provides this customer with the maximum amount which can
be used to purchase new invoices for international business. If the remaining limit is depleted,
it will not be possible to purchase additional invoices until open invoices for this customer
have been paid.
The DOMESTIC LIMIT provides this customer with the maximum amount which can be used
to purchase new invoices for domestic business. If the remaining limit is depleted, it will not
be possible to purchase additional invoices until open invoices for this customer have been
paid.
Using a combination based upon the invoitix rating, historical information about the payment
history along with the amount of available limit, our invoice reviewers individually approve
each invoice ensuring that all our standards are upheld.
Registering a new customer
To register a new customer in our database, please go to the Customers page:
1. Then click on Register
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2. Enter all the required new customer details. It is mandatory to fill-out all the fields
in this section marked with an asterisk *.
The fields Country and City are available through a picklist to choose from, by simply typing
the first few letters of the name. Thereafter select the correct entry from the picklist shown
below.
For the Postal code make sure you enter the correct format with the correct number of digits,
symbols or letters required for that specific country. If the field is marked in red you need to
check the format of the postal code and correct it to proceed.
The same applies to the Phone number. The international country code is added
automatically when you select the Country. Make sure to enter the correct number of digits
for the phone number used by that specific country.
The contact details of a new customer include the Primary contact & Reminder´s contact
which are mandatory fields, and up to 9 Other / alternative contact persons to add (these are
optional fields). Click on the “+” symbol to add another alternative contact person.
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After submitting a new customer, a green confirmation pop-up message appears in the upper
righthand corner of the screen. Invoitix’s staff will review the new customer and once
approved it will be available on the customer list with the STATUS marked as Approved.
Additionally, the new customer will appear as a possible customer to select when submitting
a new invoice. Until its approval, the new customer will not be available for submitting
invoices to, so please ensure you submit new customers early enough before you need them
for specific invoices.
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Invoices
This left-hand navigation option will more than likely be the most often used page within the
new DEA 2.5 app. In this section you will find a list of all your invoices. Listed under different
statuses, you will be able to search for pending, rejected, open or closed invoices, providing
you with a complete list of your historical documents. Additionally, credit or debit notes will
also be listed here. On the same page you will be able to navigate to the page for submitting
new invoices.
List
When clicking on Invoices, the app takes you to the overview of all your invoices.
You can filter and sort them by:
● Document No. (click on the entry field to start typing or paste a copied number into
it)
● Status (click on the filter entry field to choose from the picklist)
- All, (all invoices, credit notes, and debit notes)

- Pending, (invoices you have submitted in our platform, which still need to be
reviewed and approved by invoitix staff)
- Rejected, (invoices that you submitted in our platform, which were rejected. If
rejected, you will be able to click on the review symbol at the beginning right hand side of
the row of the invoice. At the top of the invoice page, the reason for rejection will be shown
and it will be possible for you to adjust the incorrect information or documents and resubmit
the invoice. In this case a NEW INVOICE NUMBER will be generated, and the rejected invoice
number will no longer be displayed.)
- Open, (invoices that have not yet been paid to invoitix by your customer)
- Closed, (invoices that have been paid to invoitix by your customer after having the
payment successfully allocated to your invoice, invoices that have been closed due to a direct
payment or invoices that have been cancelled in our system as well as those registered as
closed due to your customer refusing factoring.)
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(Click on the entry field below Status to choose from the picklist)
● Type
This filter displays documents by type based on how we have approved or adjusted them.
- All
- Service
- Purchase
- Collection
- Credit note
- Debit note
(Click on the entry field below Type to choose from the picklist)
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● Freight order number (click on the entry field to start typing or paste a copied number
into it)
● Customer reference (click on the entry field to start typing or paste a copied number
into it)
● Customer Number and Name (click on the entry field to start typing or paste a copied
number or customer name into it)
● Customer country (click on the entry field to start typing and enter a country code to
display results.
● Due Date (click on the entry field to choose a date on the calendar)
● Booking Date (click on the entry field to choose a date on the calendar)
● International / Domestic (click on the pick list to select the type of transport). The
pictogram of a plane displays invoices related to international business while the
pictogram of a house displays invoices related to domestic business
● Amount (including VAT if applicable)
● You need to mark AMOUNT >0.00 to display open (unpaid) invoices and >= 0.00 to
display both open and paid invoices.
● AMOUNT = 0.00 will display only the paid invoices
● Currency (click on the entry field to type the international currency code)
Remember you can display the filtered results in order by clicking on a column heading.
Above the filters you can see two more buttons:
● Export to excel – click here to get an excel sheet with your filter results
downloaded in your device for the page of information you were viewing.
● Clear filters – click here to delete all filters and start applying new ones
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Add New Invoice
In this chapter you will learn how to submit new invoices through the DEA 2.5, to have
them reviewed and approved.
Click on Add New Invoice
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Step 1:
Choosing the right Customer:
Search for your customer – use the search bar and start typing the Customer´s (customer)
company name or their VAT number.
*Remember, you can only find the approved customers here. If you have registered a new customer, you need
to wait until invoitix approves the customer before it will be displayed in the customer list.
When your customer´s entry shows up, click anywhere on the correct row to mark it, then
click on Next step located at the bottom of the page.
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Step 2:
Shipment Details
● Enter the correct Freight order number. Write down the invoice reference such as
Tour no, Position no, Ref. no, etc. that is mentioned on the freight order. You can type
every information that you consider useful for our accounting department, for
example: “CANCELED” or “STORNO” in case the transport was not delivered in the
end. If there is no Freight order number, you can enter CMR number or Delivery note
number (this field is mandatory)
● Enter Customer reference number (this field is not mandatory, and you can leave it
empty if you don't know what the Customer reference number is)
● Select the Freight order currency (this field is mandatory)
● Enter the correct invoice Net amount / excluding VAT (this field is mandatory)
● Select correct Payment terms / days (this field is mandatory)
● Vehicle licence plate: Click on the small arrow icon to select a Vehicle licence plate
number from your list of registered vehicles. If the vehicle, used for this shipment, has
not been included in your list yet, please, enter the licence plate number in the vehicle
number field and select the vehicle weight category. After this, the new vehicle
licence plate number will be automatically added to your list of vehicles (managed
from Dashboard – Details page) for you to pick from when adding future invoices (this
field is mandatory).
● Mark Yes or No on whether your transport was completed by a subcontractor, the
small letter i will provide more details (this field is mandatory)
After that continue on the right side of the screen with Pick-up and Drop-off location.
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Pickup Location
● Select pickup Country from the picklist (this field is mandatory)

● Type in the city name to select the pickup City (this field is mandatory)
● Enter Postal code in the correct format, that is correct number of digits, with symbols
and letters only if it applies to the specific country (this field is mandatory)
● Enter the exact Street details (this field is not mandatory however we recommend
that you fill it in as many customers require exact pick-up and drop off location to
appear on the invoice)
Note: in later versions of the app, multiple pickup locations will be available to enter.
Currently, please only enter the first pickup location.
Drop off location
● Select drop off Country from the picklist (this field is mandatory)
● Type the drop off City name (this field is mandatory)
● Enter Postal code in the correct format, that is correct number of digits, with symbols
and letters only if they apply to the specific country (this field is mandatory)
● Enter the Drop off date: click on the calendar symbol to choose a date (this field is
mandatory)
Note: in later versions of the app, multiple drop off locations will be available to enter.
Currently, please only enter the last drop off location and enter the Drop off Date that the
last drop off was finished.
To continue, click on Next Step.

To return to the previous step, click on Back.
*If any of the fields is marked in red, you have to correct the format of the details before you can move on to the
next step.
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Step 3
VAT
On this tab of the invoice submission section, DEA recommends to apply VAT or not based
on the following criteria:
● Client and customer in the same country is classified as domestic business.

● Client and customer in different countries is classified as international business.
Domestic business requires VAT. With international business the customer is required to pay
VAT within their own country, thus it is not recommended within our app for the client.
To continue with the process, invoitix highly recommends that you follow the app
recommendation at all times. Tax laws in many countries vary greatly and are continuously
changing. If you feel that our app´s recommendation is incorrect, you may, at your own risk,
choose to add or eliminate the VAT amount. You will be required to enter the reason why in
the ¨other¨ entry field.
Only then will the NEXT button get active and you can continue to the next step to add the
Attachments.
Please, note our account representatives reviewing your invoice may not agree with your
choice regarding VAT and change it back to the app´s recommendation.
In the screenshot below you can see an example of a Spanish client adding international
business invoice, the customer is Austrian.
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In the following screenshots you can see the shipment details and the VAT section in an
example of a client from Poland adding a domestic business invoice for a Polish customer:
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Step 4
Attachments
Here you can attach PDF copies of all documents required by the customer and all the proofs
of special agreements besides the freight order such as an extra cost. Make sure you always
attach the correct pdf in the correct field. The first two fields (Freight order document, Proof
of delivery document) are mandatory, and you must upload a file in those. If your delivery
has been cancelled and you have no proof of delivery or a CMR, please, use these fields to
upload the original freight order and some evidence of your customer agreeing to pay you
the compensation.
There are two cases when the Optional document field should be used:
● First case covers long overdue collection invoices. Please, only attach your own
invoice issued for a transport if it is being submitted to invoitix for the collection
process.
● Second case covers freight orders submitted to subcontractors (the transport

company name on the Freight order document is different from the transport
company name on the CMR/POD). If the name on the original freight order document
is not your company name, you should add in this field a confirmation from the
customer agreeing to this subcontracting.
After attaching the pdf files, click on Next step.
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IMPORTANT:
DEA 2.5 only accepts pdf files so please always make sure you convert photos or any other
format of documents in pdf before submitting the documents to the platform. You can use
the website “ilovepdf.com” to convert file types (there are many others, too). Many
companies accept online invoicing. This means you do not need to send the original
documents by post (always check this information in the DEA 2.5 customers´ database)
but in this case a good quality scan of the POD (CMR, delivery note, pallet note, etc.) is
required. Please pay attention to the quality of the document. If the quality of the document
is not sufficient your invoice may be rejected.
There are many smartphone apps, which may be useful for creating good scans even with
the camera of your smartphone (“CAMSCANNER”, or “Genius Scan” are good examples of
easy-to-use mobile apps). The scan of the POD must be in high quality and full-size (please
ensure that nothing is blocking the view of the entire page. If your finger is in the image and
we are not able to read the ENTIRE document, we will not accept the attachment). Mistakes
like these lead to delays, because we will reject your invoice and you will need to
correct/adjust it and resubmit it again.
Step 5
Review & Submit
On this page you can review the details of the invoice you have entered. If you wish to edit
any data at this point, simply return to the required tab by clicking on its title or on the Back
button in the bottom left part of the page. On this page you can also review the attachments
before submitting the invoice to make sure you have uploaded the correct ones.
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IMPORTANT: When using the application for the first time, you need to read and accept the
Terms & Conditions of our app before submitting your 1st invoice. This action only needs to
be completed once!
The small letter i icon next to the submit button will display short description of the three
main type of invoices that invoitix offers:
After accepting the terms & conditions of the app, please click on the submit button and
choose one of the options of how you wish the invoice to be processed. Please confirm the
submission. There are three options:
● Purchase Invoice (pay-out minus fees within 48 hours)

● Service Invoice (pay-out after invoitix receives payment from customer)
● Collection Invoice (pay-out after invoitix receives payment from customer, i.e.,
collection fees only charged if payment successfully received)
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Congratulations! Your invoice has been successfully submitted and the invoitix team will
review it in the shortest possible time.
Unless you select the ON option on your Dashboard for Confirmation Email, you will no
longer receive automatic emails with the invoice submittal confirmation. Now the status of
each invoice will be displayed directly in the new DEA 2.5 software.
At this point you can see your submitted invoices in Invoices when you filter invoices by
Status under the Pending option.
When you click on the invoice number, you will also see its pending status on the invoice
detail page.
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Approved or Rejected
Here are some useful tips to review in order to have your invoice approved the first time it
is submitted:
● You need to select the right customer address. Please don't look ONLY at the VAT
Number, also the invoicing address needs to match the transportation documents.
Check the city properly. Many companies have subsidiaries in various cities within a
single country all having the same VAT Number. Always double check the correct
invoicing address of your customer!
● The price entered in our app must match the price shown on the freight order. If you
have an agreement for extra costs or cancellation, please upload the email
conversation with your customer or another proof of the price change agreement
along with the original freight order document. You can upload multiple freight orders
in the freight order upload field or use the Other field.
● The transport cannot be older than the payment term. We do not accept OVERDUE
invoices.
● We only accept recent transports. If you have older invoices, maybe you can be
interested in our COLLECTION services. Please contact sales@invoitix.com in order
to confirm if your contract includes collection services.
● The POD (proof of delivery) must always be stamped and signed. If the customer
requires more than the CMR, please also upload these documents, such as a delivery
note, pallet exchange note, non-exchange pallet document, etc. This way they will
receive a copy of everything in one email. DEA 2.5 allows attachment of multiple PDF
documents under each category. The only limitation is the total size of all documents,
which is not allowed to exceed 20 MB.
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We accept only international transports from the following countries: All Europe, Albania,
Andorra, Armenia, Macedonia, Montenegro, Switzerland, Serbia, Turkey, and United
Kingdom
● We only approve domestic business in countries where invoitix has an official branch
office and, where necessary, any locally required licenses, permitting us to conduct
domestic business locally.
● If you are considering making a delivery for a customer located within your own
country, please contact our accounting team before you make the delivery. If national
laws permit and we can confirm that the customer will pay directly to invoitix instead
of your bank account, we might allow invoices to be submitted through our app.
● We can only accept transports when the freight order has the name of your company
on it, not the name of another company. Usually, all companies expect an invoice from
the company they have contracted and will not pay to another company. There are
many customer companies that strictly prohibit subcontracting of transport orders.
● Our online app allows the following payment terms to be entered: 30/45/60/90 days.
If your payment terms differ, please confirm if they will be accepted by invoitix, by
emailing them to our accounting department before submitting your invoice.
● In case your customer did not provide you with a document containing a Freight Order
Number, please write their invoice reference number in the field. If there is no specific
reference, please fill in the date of the order or the CMR number (or Delivery note
number).
● If you have STORNO (canceled) transport, obviously without a CMR, please, note
down “STORNO” or “cancellation” in the freight order field.
“ONCE a customer, ALWAYS a customer”
Once you have submitted an invoice for purchase to invoitix for a specific customer, it is highly
recommended that you submit ALL invoices for that same customer to invoitix. Otherwise,
the customer will become confused and possibly pay ALL invoices to invoitix.
Why does this happen?
Every new customer at invoitix is instructed to change their payment details from your bank
account data to the invoitix bank details. We do not want to receive payments from your
customers for invoices not submitted through our app.
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To avoid this situation, please select your customers carefully. If you submit one invoice for
a specific customer to invoitix, then submit all invoices for that customer. You and invoitix
will avoid confusion of incorrect payments this way.
Rejected
If we reject an invoice because of a mistake or a problem, you will receive an automatic

email informing you about the rejection and about a reason for the rejection. Apart from
that, you can see the rejected invoices on the Invoices Page.
Filter invoices in the Status column by selecting the Rejected status. Clicking on the invoice
number only shows the invoice details page and the reason for rejection.
To correct the mistakes, you must click on the review symbol on the left side of your screen.
You will see the reason why the invoice was rejected, and you can now correct the mistakes:
re-enter the correct data or delete the incorrect and attach the correct documents.
Please, check the rejection reason, make the requested corrections, and resubmit the invoice.
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If your invoice has been rejected because it is a duplicate (the data and documents have
already been submitted and/or an invoice has been approved), please do not resubmit the
data and documents. Confirm that you have not made a mistake and correct the data to match
transportation documents, which have not previously been submitted to invoitix and
approved. We do not accept data or documents twice in our invoicing platform.
As mentioned before, once you resubmit a previously rejected invoice, a NEW INVOICE
NUMBER will be generated for the resubmitted invoice which now has status Pending.
In some cases, the customer does not accept factoring and you need to send your own
invoice. These companies are indicated in the DEA 2.5 with a RED credit rating and a
comment “Factoring not accepted”. Please, do not submit invoices for these customers on
our platform.
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Approved
When we approve an invoice, unless you have selected the option ON for Confirmation
email on your Dashboard, you will NOT receive an email informing you about the approval.
We have implemented this step after listening to clients complain about the number of
emails invoitix sends to them. Now clients will be able to see the status of each invoice online,
within the app.
Go to Invoices and filter invoices by Status OPEN. You can use the Type filter to see which
invoices were approved for PURCHASE, which ones for SERVICE and which ones for
COLLECTION.
Some customers work with credit notes, which means that they do not accept invoices and
they make the payments with their own CN reference. For these companies we will kindly
ask you to send an email to your customer with invoitix in cc, requesting them to change the
bank details in their system. Even if they change the bank details, in most cases only you will
receive the credit note. Please always send/forward these documents to us for payment
allocation purposes, to accounting@invoitix.com. And where possible enter the CN number
in the Customer Reference Number field when submitting a new invoice to invoitix.
If you already have a credit note from your customer at the point of submitting the transport,
you can attach it with all the other attachments in the field called OTHER.
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Invoice Details
In this section we are going to look more closely at a view of a single invoice.
Go to Invoices and select one of your invoices. When an invoice number appears based on
your filters, click on the invoice number to open the invoice (notice that underlined invoice
numbers are linked to the invoice details page):
The app now takes you to the invoice detail page:
There are currently 5 sections on the Invoice detail page
In the main section in the upper left-hand corner of the page you can see the invoice and the
transport details including the Status of your invoice and all attachments. You can click on
the attachments to display or download the documents you have submitted for this invoice
here. After an invoice has been approved you can also review and download invoitix invoice
on the invoice detail page, to be able to print and send it to your customer.
In this section you will also find a new tab called ORIGINALS SENT. If your customer requires
the original documents and you send them by standard post, please, mark YES on this tab
on the day of sending the documents so that we have this information and do not send you
or your customer redundant emails asking when the originals were sent/received.
Mark YES on this tab on the day of sending the documents so that we have this information
and do not send you or your customer redundant emails asking when the originals were
sent/received.
The customer number and the name are now connected with our customer database by
hyperlinks. You can click on the name or the number to access the specific customer´s
dashboard.
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In the section located in the lower portion of the page you can see the Timeline/Applied
Adjustments. This section includes detailed information on all transactions and adjustments
applied to the invoice with their time, date, description, who performed the transaction and
the amount applied in EUR.
In the first row (at the bottom) you can always see the original amount of the invoice. Going
up you can see the fees, adjustments and transactions applied chronologically from the point
of approval up to the current date (or up to the point of closing the invoice). Note, you can
sort the date & time column by clicking on the column heading as you wish.
If your invoice has not been paid out to you by invoitix, you will only see the approval
transaction and the fees applied (% fee, unit fee) as in the screenshot below:
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If the invoice has already been paid out to you, there will be one more transaction on the
timeline, the payout transaction.
The individual transactions and adjustments applied to your invoices reflect the fees agreed
on in your Agreement (contract) with invoitix.
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In the section on the upper right-hand portion of the invoice details page you can see the
Amount, i.e., the original amount, received payments matched to this invoice, write-off (if
applies) credit note created to this invoice (if applies) and the remaining amount.
In the figure below, beneath the Amount section, you see the Reminders section. This section
shows when an automatic reminder will be sent to your customer of this invoice. Of course,
when a customer pays our invoice and the invoice gets closed, no further reminders will be
sent. The OFF next to the functionality means that this one is not activated for a specific
customer and thus will not be applied.
In the last section on the lower right-hand side of the page is the Comment area. Here you
can see comments about the invoice shared with you by invoitix (information on the payment
update, information about missing the original documents etc.)
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Transactions
This section of DEA 2.5 displays all transactions and adjustments applied to each one of your
invoices throughout their timeline / ¨lifecycle¨ (i.e., from the point of approval until the point
of closing the invoice). You can filter them by:
● Document Number (invoitix invoice number)

● Customer name
● Document type (you can view all types of invoices, credit notes and debit notes)
● Description of the transaction
● Date/Time
● Username (invoitix employee name)
● International / Domestic business
● Amount
● Currency
You can export the filtered results in an excel sheet, if desired by clicking the Export to
excel button.
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Please, note that this overview includes each of the fees in your contract broken down into
very small amounts of individual value units important for our controlling department. That
means you may find additional transactions used in our bookkeeping to track transactions in
various accounts. For more information about these transaction types see pp 73-76 of this
guide.
Client payouts
The title Client payouts is used in relation to the money that ¨goes out of invoitix´s bank
account to yours, that means the payments we make to you, and you receive from us.
In this section you will find (daily) reports on client payouts made to your bank account.
To display the reports, please, filter the dates (start date, end date) by clicking on the
calendar symbol.
If you submit international and domestic business, you will need to select a business type
corresponding to the payout you wish to filter. Then click on the blue arrow sign to confirm
the selection. Payouts can only be made for a single currency at a time. Thus, you may have
to search and select multiple times to see all of your daily payouts.
*Of course, there will only be daily reports for dates when a payout was in fact made to your
bank account.
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In each daily payout you will see the following symbol “> “under the column heading Count.
In this image (above) you can see that a payout was made to the client, on their Domestic
account on the 6th, 7th, 11th, 12th, 13th and 14th July 2023.
When you click on sign > under the heading Count you will see how many items were
included in that specific payout.
For example, in the picture below you can see that on Thursday 6th July 2023 we paid to the
client 2007.51 EUR for 7 booking items, on Friday 7th July 2023 we paid to the client 4947.93
EUR for 16 booking items etc.:
After filtering the dates, selecting the account, and confirming your selection with the blue
arrow, you can export the filtered results in excel to get your daily payout report.
By clicking on each “>” symbol, more and more information about your payout will be
displayed. At the highest level, you will see the total amount paid out to you in that
outgoing payment. The next lower level will display documents such as invoices, credit
notes or debit notes. In the lowest level, all the transaction fees are displayed for the
invoices or adjustments.
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At the top of the daily report in excel format which you download from DEA 2.5 after filtering
the desired days, you can see your company name & bank account details. Look at the
example below. In the picture below we can see that invoitix made the 1st (and only) Payout
to this client on 25th January 2023 for Newly submitted invoices in the total amount of
646.10 EUR
Apart from the newly submitted invoices, in the following picture (different day report) we
can also see Adjustments on previously submitted invoices (credit notes, debit notes,
payouts of service or collection invoices.)
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On the report from 24th January 2023 there were 3 newly submitted invoices with positive
balance totaling +814.69 EUR and one adjustment on a previously submitted invoice
(credit note due to a direct full payment) totaling -459.80 EUR so the total payout to the
client on this day was 354.89 EUR.
In the upper parts of your daily report, you will always see the Newly submitted invoices
(listed first) and in the lower part the Adjustments & payments from previously submitted
invoices. (credit notes, debit notes).
In most cases there is only one payout to a client per day, however, in some rare cases,
multiple payouts can be made on the same day. In that case they will be referred to as 1.
Payment, 2. Payment, 3. Payment etc. on your daily report.
List of transactions for invoice adjustments and payment adjustments
Based on the type of contract you have with invoitix, you may be charged for various actions
we make to your invoices. If applicable, some or all these transaction types could appear on
your Client Payout.
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Adjustments for Purchased invoices
● Converting P>S with P fees – invoice converted from Purchase to Service with
Purchase fees applied
● Converting P>S with S fees – invoice converted from Purchase to Service with
Service fees applied
● Direct full payment – direct payment allocated for the full amount of the invoice
● Direct partial payment with rem – partial direct payment registered with a remaining
amount outstanding
● Direct partial payment with deduction – partial direct payment registered with a
deduction applied for reasons such as penalty (late delivery, breached terms and
conditions etc.) or due to an adjusted (lower) price agreed additionally
● Cancel – reimbursing fees – invoice cancelled; purchase fees returned to the client
● Cancel – keeping fees - invoice cancelled, purchase fees not returned to the client
● No Factoring – reimbursing fees – invoice cancelled/closed but only in our system
because the customer has informed us that they do not accept factoring. The
customer is informed that they are still obliged to pay directly to you. Purchase will
be returned to the client.
● No Factoring – keeping fees - invoice cancelled/closed but only in our system
customer is informed that they are still obliged to pay directly to you. Purchase fees
will not be returned to the client.
Adjustments for Service invoices
● Converting S>P with P fees – invoice converted from Service to Purchase, purchase
fees applied
● Direct full payment – direct payment registered for the full amount of the invoice
● Direct partial payment with rem - partial direct payment registered with a remaining
amount outstanding
● Direct partial payment with deduction - partial direct payment registered with a
deduction applied for reasons such as penalty (late delivery, breached terms, and
conditions etc.) or due to an adjusted lower price agreed additionally
● Cancel – reimbursing fees - invoice cancelled, purchase fees returned to the client
● Cancel – keeping fees - invoice cancelled, purchase fees not returned to the client
● No Factoring – reimbursing fees – invoice cancelled/closed but only in our system
customer is informed that they are still obliged to pay directly to you. Service fees
have been returned to the client.
● No Factoring – keeping fees - invoice cancelled/closed but only in our system
customer is informed that they are still obliged to pay directly to you. Service fees
will not be returned to the client.
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Adjustments for Collection invoices
● Direct full payment - Direct payment registered for the full amount of the invoice
● Direct partial payment with rem - Partial direct payment registered with a remaining
amount outstanding
● Direct partial payment with deduction - Partial direct payment registered with a
deduction applied for reasons such as penalty (late delivery, breached terms and
conditions etc.) or due to an adjusted lower price agreed additionally
● Cancel – keeping fees - invoice cancelled, collection fees not returned to the client
Payout transactions for Purchase invoices
● Allocated full payment – a full payment for the total amount of the invoice has been
made to invoitix.
● Allocated Partial payment with Rem – a partial payment has been made to invoitix
with a remaining (outstanding) amount open.
● Allocated Partial payment with Deduction – a partial payment has been made to
invoitix with a deduction applied for reasons such as penalty (late delivery, breached
terms and conditions etc.) or due to an adjusted (lower) price agreed additionally.
Payout transactions for Service invoices
● Allocated full payment - a full payment for the total amount of the invoice has been
made to invoitix
● Allocated Partial payment with Rem - a partial payment has been made to invoitix
with a remaining (outstanding) amount open
● Allocated Partial payment with Deduction - a partial payment has been made to
terms and conditions etc.) or due to an adjusted (lower) price agreed additionally
Payout transactions for Collection invoices
● Allocated full payment - a full payment for the total amount of the invoice has been
made to invoitix
● Allocated Partial payment with Rem - a partial payment has been made to invoitix
with a remaining (outstanding) amount open
● Allocated Partial payment with Deduction - a partial payment has been made to
terms and conditions etc.) or due to an adjusted (lower) price agreed additional. In
this case a credit note will be made to the invoice on the amount of the deduction.
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Fees & other transactions
● Credit note – a credit note is registered to your invoice if a deduction has been made
by the customer, by the bank (for bank fees) or if a direct payment has been
registered (full or partial). You will see the reason in the comments when you open
the credit note in your invoices. A credit note is also automatically issued when we
cancel an invoice in our system.
● Invoice independent credit note – an invoice independent credit note is registered

when we issue credit for an amount of money not connected with a single (specific)
invoice.
● Debit note – an invoice independent debit note is created when we need to return
you back an amount of money not connected with one specific invoice.
● Purchase Invoice fee - fee you pay for purchased invoice based on your contract and
the payment terms (30, 45, 60 days)
● Service Invoice fee - fee you pay for matching a service invoice (during Covid-19
pandemic = 0 EUR / subject to review)
● Unit fee - a fixed fee you pay for every single invoice you upload on our platform
Deductions
Every payment that we receive for purchased invoices should be complete, without
deductions and cover the entire amount of the invoice 100%. If you receive the payment
directly from the customer, you need to inform us immediately. The direct payments will be
deducted in DEA 2.5 and reduced from your next pay out. If you don't inform us quickly about
direct payments received, the invoice will remain open (unpaid) in our system and will
negatively affect our rating of that customer.
Bank fees, pallet invoices from the companies, counterclaims and other deductions applied
by the customer can be reduced from your future payouts. We always attempt to confirm
such claims directly with you, before reducing payments, but the quality of your deliveries
plays a major role in the number of deductions we see for particular clients. Please do your
best to ensure your deliveries are completed to the fullest satisfaction of your customer and
avoid such deductions. The deductions appear as invoice number + CN at the final. In the
report, you will see it in the transaction’s description. Please check your emails related to the
invoice. Our accounting team does its best to always forward reasons given by customers for
deductions in writing. If you have any questions regarding deductions, feel free to contact us
at accounting@invoitix.com.
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Recommend
The lowest icon on the left-hand navigation bar is the Recommend icon. Invoitix appreciates
your business and wants to offer you the chance to earn easy cash by recommending us to
your transport colleagues. If a client you recommend signs a contract with invoitix and
thereafter submits an invoice through this app, we will gladly pay you a finder's fee for that
new client. The fee will be paid out as an invoice independent debit note and it will be in your
payout report among all the other transactions.
There are currently two cards available:
List
Here you can see an overview of all the companies you have recommended to us until now.
They are displayed under various filters:
● Company name
● VAT Number
● Country
● Submitted – date when you recommended the company to us
● Finder's fee – the amount we will be paying out to you after the new client you have
recommended signs a contract with invoitix and submits their 1st invoice to us
● Currency
● Finder's fee paid
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● Status* – this filter shows the onboarding process status of the potential clients
you have submitted to invoitix
*The onboarding process currently comprises the following steps (status options):
● Log-in sent: invoitix has sent an email with the log-in credentials to the potential
client
● Incorrect email: the initial contact email from DEA failed to be delivered to the
potential client, the sales department will find the correct email and resend the log-
in
● Logged in: the potential client has logged in DEA 2.5
● Data entered: the potential client has entered their company details on DEA 2.5 for
review
● No offer: invoitix decides not to make an offer to this potential client at this point in
time
● Correction requested: invoitix or the client has requested some correction of the data
from the potential client
● Correction ok: the requested correction of data has been completed
● Data approved: the potential client´s company data has been approved by invoitix
● Offer in progress: invoitix sales representative is preparing an offer for the potential
client
● GSM pending: the offer is awaiting approval by General Sales Manager
● GSM reviewed: General Sales Manager has reviewed the offer
● GSM rejected: General Sales Manager has rejected the offer and a new offer needs
to be prepared
● Offer sent: invoitix has sent an official offer to the potential client
● PC rejected: Potential client has rejected the offer
● PDF received: the potential client has accepted the offer and sent us PDF documents
to review their signatures
● PDF approved: invoitix has approved the signed PDF documents necessary for the
onboarding process.
● E-sign 0/3: 1st step of contract e-signature process has been innitiated
● E-sign 1/3: 2nd step of the contract e-signature process has been innitiated
● E-sign 2/3: the last step of the contract e-signature process has been innitiated,
please, check your email in order to e-sign your offer
● App roll-out: the onboarding process has been successfully finished and the
company you recommended has become our active client with full access to the client
interface of DEA 2.5
● First invoice submitted: the new client has submitted their 1st invoice through the
DEA 2.5
● Finder's fee paid: invoitix has paid you the finder´s fee for this new client!
Invoitix ag
Recommend
To recommend a new potential client to invoitix, go to the Recommend card, fill out the data
of the potential client and click on Submit.
After successfully submitting a new potential client, a confirmation pop-up message

appears in the upper righthand corner.
Invoitix ag
Service invoice
What do you need to do if we don’t purchase an invoice?
The only thing we require from you is that you send our invoice with the original documents
(if required) to your customer. We will take care of your interests and send the reminders to
get the payment as quickly as possible, calling the customer as necessary. Once we receive
the payment, it will automatically be added to your next outgoing payment.
Collection invoice
If you have invoices with long overdue due dates, you can submit them for COLLECTION
through the DEA 2.5 app. You simply need to have the COLLECTION option in your contract
and when you submit the transport documents, please include in the OTHER field a short
description of the steps you have already undertaken to receive payment for the overdue
invoice.
Payout – conditions to receive the money

Congratulations! You have successfully submitted all required data and documents through
our online app and you will be paid within 48h. What happens after you submit your
information?
On the first day, we review and approve the new customers and invoices received the
previous evening and current day. Simultaneously, we review all submitted requests and
decide if they can be purchased or not. The very next working day, the invoices are paid from
our invoitix bank account to your bank account, and you have your money!
Invoitix ag
Please note that in order to reduce bank fees, we make transfers only if the total amount is
greater than 300.00 EUR unless you specifically request us to transfer less. If you need an
urgent payment, please contact us at accounting@invoitix.com before 11:00h to ensure same
day payment.
The paid-out amount will be visible both in the DEA 2.5 under the Client payouts, or in your
daily report excel file.
Invoitix ag
Contact details
Email:
● Accounting inquiries: accounting@invoitix.com

● Payment inquiries: banking@invoitix.com
● New client recommendation: sales@invoitix.com
● Client contact updates: accounting@invoitix.com
Avoid sending your emails to more than one of the above-mentioned addresses in order to
avoid double work for our team.
Telephone:
● Serbian 00381 114223100

● French: 0034 950680383
● Italian: 0034 950680395
● Slovak/Czech: 0034 950680406 / 00 420 228884470
● Bulgarian: 00359 24929295
● German: 0034 950680400 / 0041 565553050
● Polish: 0034 950680410 / 0048 221036390
● Romanian: 0040 316315730 / 0034 950680407 / 0034 950680411
● Spanish: 0034 950680380
● Lithuanian: 0048 221036390
● Portuguese: 00351 308810560
● English: All invoitix account representatives additionally speak English
Invoitix ag

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© 2023 Copyright invoitix ag | Client User’s Guide 1

Client User’s Guide

Table of Contents .............................................................................................................................. 2

Welcome to invoitix ag!

Account & Settings

Main functions of DEA 2.5

There are currently two tabs on this page:

1. Account for International business (EUR currency)

There are currently 5 tabs available on Details page:

Click on the trashcan symbol to remove a vehicle from the list.

Editing vehicle details

Removing a vehicle from the list

You can also find a single invoice limit here.

Time based recourse (TBR)

There are two signing options:

Requesting correction / offer

Click on Request correction.

Requesting a new offer

E-signing of contracts and related documents (recommended)

Step 1: Sign the document

Step 2: Continue to authentication

Step 3: Choose identification option

Step 4: Connection speed test and video identification

Step 5 – confirm data for ID now

Step 6 – Congratulations! The e-signing process has been successfully completed!

Manual signature process

• Open and review all the documents.

For each customer you can see and filter their:

The documents you must send by post are:

Registering a new customer

To register a new customer in our database, please go to the Customers page:

1. Then click on Register

You can filter and sort them by:

- All, (all invoices, credit notes, and debit notes)

Above the filters you can see two more buttons:

Add New Invoice

Click on Add New Invoice

Choosing the right Customer:

● Select pickup Country from the picklist (this field is mandatory)

Drop off location

To continue, click on Next Step.

● Client and customer in the same country is classified as domestic business.

● Second case covers freight orders submitted to subcontractors (the transport

After attaching the pdf files, click on Next step.

Review & Submit

● Purchase Invoice (pay-out minus fees within 48 hours)

“ONCE a customer, ALWAYS a customer”

Why does this happen?

If we reject an invoice because of a mistake or a problem, you will receive an automatic

The app now takes you to the invoice detail page:

There are currently 5 sections on the Invoice detail page

● Document Number (invoitix invoice number)

List of transactions for invoice adjustments and payment adjustments

Adjustments for Purchased invoices

Adjustments for Service invoices

Adjustments for Collection invoices

Payout transactions for Purchase invoices

Payout transactions for Service invoices

Payout transactions for Collection invoices

Fees & other transactions

● Invoice independent credit note – an invoice independent credit note is registered

There are currently two cards available:

After successfully submitting a new potential client, a confirmation pop-up message

Payout – conditions to receive the money

Client User's Guide

Client User's Guide