Document flow
The second half of what Invoicebox does: accepting the payment is not enough, a corporate buyer needs documents. Invoicebox produces and sends them — the merchant needs neither an EDI operator of their own nor a person assembling sets by hand.
Which documents are produced
| Document | When it appears | Who needs it |
|---|---|---|
| Invoice | right after creating an order | the buyer, to push the payment through their bank |
| Fiscal receipt | at the moment of payment, registered in the online cash register | an individual buyer, by law 54-FZ |
| Act or TORG-12 | after payment and confirmed shipment | the corporate buyer's accounting |
| VAT invoice | after payment, if the seller is on the general tax regime | for the VAT deduction |
| UPD | instead of the act plus VAT invoice pair, when that suits both sides | the accounting of both parties |
The exact set depends on the scheme: see document flow schemes — with companies, with individuals and with commission.
What triggers a document
Documents follow order events, not the calendar:
- Order created — the invoice is produced.
- Payment confirmed — the receipt is registered and the merchant receives a status change notification.
- Shipment confirmed — the act or the delivery note is produced. With partial delivery a document is created for each shipment.
- Refund issued — correcting documents are produced; when part of the sum is withheld, use a refund with correction.
Movement of documents inside EDI is reported by EDI events: sent, received, signed, rejected.
Who signs and where it goes
Documents are signed with the electronic signature of Invoicebox as the settlement operator and reach the buyer through their EDI operator. The operator is determined from the company details; if the buyer has no EDI, the documents are available in the office and sent by email.
What next
- EDI events — how to receive document statuses in your system.
- Settlement terms and timing — when documents appear and when the money arrives.
- Document flow schemes — which set you get in your scheme.