📑 Invoicing Rules for SAF-T
The Invoicing Rules section allows you to create different configurations that instruct the system how to issue invoices: who they are addressed to, what VAT to apply, what tax information to include, and who will be the billed party.
These rules should be configured according to your company's invoicing method. Additionally, you can create multiple rules and associate them with different properties.
⚠️ Important Note:
Even if you have a rule configured, before issuing the invoice a verification window will appear to confirm that all the data is correct. You can make modifications in that window if necessary.
⚙️ How to configure an invoicing rule
Go to Accounting > Invoicing > Configure invoicing rules.
You will see the list of already created rules.
You can search for an existing rule by filtering by:
Rule name.
Accommodation reference number.
Company name.
Click the NEW RULE button to create one and follow the steps:
Step 1 – Name and accommodations
Enter the name of the rule.
Associate the necessary accommodations from the dropdown menu.
Click Next.
Step 2 – Main configuration
Company Name: select the company's name. Although the invoice will later be issued in the owner's name, the company's name must always be selected. If you have multiple company names, you can choose which one will be the default.
Invoicing Mode: select whether the invoice will be directed to the tourist or the owner.
Invoice taxable base: choose between:
The total amount of the accommodation (excluding VAT).
A percentage of the accommodation (including VAT).
Only the extras of the reservation.
Handling of extras: indicate whether they will be fully, partially invoiced, or not included. You can also select which ones.
Tax (VAT): select the VAT corresponding to the accommodation (usually 6%).
⚠️ Important: the VAT for each extra is configured individually in the Rates > Extras > List section.
Default options: select the series that will be used by default for invoices and credit notes.
Invoice template: by default, the one configured in the system will be used, but you can change it in the Templates section.
🧾 Configuration examples according to your company's working method
In Portugal, there are different ways to invoice depending on the contract established between the company and the owner. The Avantio system adapts to each scenario:
🔹 Option 1 – The company invoices the total to the tourist
Invoicing rule directed to the tourist.
6% VAT on the accommodation.
Taxable base: rental amount excluding VAT.
Select which extras will be included in the invoice.
🔹 Option 2 – The company invoices only its commission to the owner
The owner invoices the total reservation to the tourist.
The company issues an invoice only for its commission to the owner.
Configuration:
Invoicing rule directed to the owner.
Taxable base: % of the rental.
VAT applied to the owner: usually 23%.
⚠️ The rule will show 6% (tourist VAT). Before issuing the invoice, it must be changed to 23%.
It is also possible to issue a monthly invoice for services/extras instead of doing it reservation by reservation.
🔹 Option 3 – The owner invoices the accommodation and the company invoices the extras
Two invoicing rules:
Owner → Tourist (accommodation).
Agency → Tourist (only extras).
The company's commission cannot be invoiced reservation by reservation, as the system does not allow exceeding 100% of the reservation. It must be issued through a services/extras invoice.
Accommodation VAT: 6%.
Extras VAT: configured in each extra.
🔹 Option 4 – The owner invoices the total, the company invoices its commission to the owner
Configured as in Option 1.
The company's commission is invoiced to the owner through services/extras invoices (not reservation by reservation).
🔹 Option 5 – Different agreements with different owners
Configure multiple invoicing rules.
When issuing the invoice, choose the rule corresponding to each owner's contract.
IMPORTANT: You can define in the default invoicing rule whether the billed client is the final consumer YES or NO, or if the definition from the client's file is maintained
✅ With these configurations, the Avantio system adapts to your company's working method, ensuring flexibility in contract management and tax compliance.
🧾 Issuing Invoices, Invoice-Receipts, and Receipts from a Reservation
In Avantio, you can issue invoices, invoice-receipts, and receipts directly from the reservation file or from the Accounting section, according to the invoicing rules configured in the system.
📌 Legal deadline
The invoice must be issued within a maximum of 5 business days after the service is provided or payment is received, whichever comes first.
⚙️ How to issue an invoice or invoice-receipt
From the booking record, click on Actions and select:
“Invoice this booking” → the system will use the corporate name of the invoicing rule set for the accommodation.
“Invoice as owner” → the system will use the corporate name of the owner.
A window with invoicing options will open. From there you can:
Select the invoicing rule (the default one or change it with the direct link “Configure invoicing rule”).
Adjust the VAT, the invoice series, the document type (invoice or invoice-receipt), and the items to be invoiced (accommodation, extras, or both).
Define the amount: total of the booking, a percentage, only the extras, or the outstanding amounts.
👉 The amount can never exceed what is established in the booking.
Example: if the accommodation is valued at €455 and you have already invoiced €100, you can only issue an invoice for €355.If you choose Invoice-Receipt, you must indicate the payment method (a mandatory field according to the invoicing program certification).
At the bottom of the window, you will see a list of items to be invoiced. You can select which to invoice and in what exact amount, with the help of the columns:
To be invoiced → what can still be invoiced.
Invoiced → what has already been invoiced previously.
📑 Original Invoice and Copies
When generating the invoice, a pop-up with the original document will appear.
You must download it at that moment to keep it, as by regulation the system only allows the original to be shown once.
In the section Accounting → Invoice List (or Owner's Invoice List), only a copy will be saved.
The system does not automatically send the invoice to the client: you must save it on your computer and send it manually by email.
👉 Note: The accommodation description appears in a unique field called “Invoice detail” that cannot be modified. It automatically includes:
Accommodation name.
License number (AL).
Address.
Booking number.
Stay dates.
🧾 Issuing Receipts
If you issued an Invoice (not an invoice-receipt), you can generate its receipt later:
From the booking record → Actions → Issue invoice receipt.
Indicate the amount (never greater than the invoice) and the payment method (mandatory data).
You can also issue receipts from the Accounting tab.
Just like with invoices, when generating the receipt a pop-up with the original document will appear, which you must download immediately. A copy will remain in Invoice List or Owner's Invoice List.
📊 Invoicing Status
In the invoice header, a green notice will be displayed:
“Pending invoices” → when there is still an amount of the booking to be invoiced.
“Fully invoiced” → when 100% of the booking has already been invoiced.
✅ With these options, you can flexibly manage the issuance of invoices, invoice-receipts, and receipts directly linked to the bookings, always complying with legal invoicing requirements.
🧾 Issuing Invoices, Invoice-Receipts, and Receipts for Services and Extras
In Avantio, in addition to invoicing bookings, you can issue invoices for additional services or extras that are not associated with a booking (for example, periodic commissions to the owner or extra charges to guests).
📌 Legal Deadline
The invoice must be issued within a maximum of 5 business days after the service is provided or the payment is received, whichever occurs first.
⚙️ Steps to Issue Invoices or Receipts for Services/Extras
Access Accounting → Invoicing → Invoice only services and extras.
Complete the necessary fields:
Corporate name (company configured in Configuration → Company → Tax and invoicing data).
Client (guest or owner).
Invoice series/number.
Services or extras to be invoiced (you can adjust description, quantity, amount, and VAT).
👉 Note: It is not possible to issue invoices for extras in the owner's name. You can only do so with the company's corporate name.
Select the document type:
Invoice-Receipt → Check the option “Yes” in Does it pay? and select the payment method.
Invoice (pending payment) → Check the option “No” in Does it pay?.
Save the invoice:
Unlike invoices associated with bookings, here no pop-up with the original document opens.
The invoice will be in the invoice list within the Actions column.
You will be able to view it only once and download the original.
If you do not download it at that moment, you will only have access to the copy of the document.
🧾 Issuing Subsequent Receipts
If you have issued an Invoice (not Invoice-Receipt), you can generate a receipt later from Invoice List.
Select the corresponding invoice, click on Actions → Generate receipt(s).
A window will appear where you must:
Indicate the receipt amount (never greater than the total invoice amount).
Select the payment method (mandatory data according to the invoicing program certification).
🚫 Important Limitations
It is not possible to issue invoices for services/extras directly in the Owner booking's name.
They can only be generated with the Company's business name.
Receipts cannot be issued from the Owners invoice list tab either.
✅ With these steps, you can invoice correctly and in compliance with regulations for any additional service or extra not linked to a booking.
🧾 Invoicing to Final Consumer in Portugal
In Portugal, it is not always mandatory to issue an invoice with the customer's full details (name, address, and NIF). Therefore, the system now allows you to choose whether the invoice is issued with the customer's details or directly as “Final Consumer”.
When this option is selected, the system sends a code in the XML file that the AT (Autoridade Tributária) interprets as an invoice to the final consumer.
⚙️ Configuration
Two new fields have been added to customer records (both owners and tourists):
Final consumer (Yes/No)
Taxpayer number (NIF), if not a final consumer.
🔹 In the owner's record
If a NIF already exists in the "Document number" field, it should be copied to the new Taxpayer number field for the invoice to be issued correctly.
🔹 In the guest's record
By default, the Final consumer field appears as “No”.
To invoice to the final consumer, there are two options:
Indicate “Yes” for each new guest created.
Create a generic customer with the name “Final Consumer” and then assign it to the booking.
✅ In this way, the company can comply with Portuguese regulations and easily decide when to invoice with the customer's full details or as a final consumer.