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Billingo

Connect Billingo so that your store issues Hungarian invoices, pro-forma, advance and final invoices on its own and charges the right VAT at checkout.

Where
  1. Settings
  2. Invoicing
On this page

The Billingo app issues an invoice in your Billingo account for every order you choose, without manual work. For bank transfer orders it also issues a pro-forma invoice first, an advance invoice when the money arrives and a final invoice when the order ships. It also brings a VAT engine to checkout that handles Hungarian buyers, EU consumers, EU businesses (reverse charge) and buyers outside the EU. It is for merchants who invoice through Billingo.

Billingo issues Hungarian documents, so it invoices orders only while your business is registered in Hungary. See Invoicing rules.

Before you start

  • You have a Billingo account and a Billingo v3 API key. Create the key in Billingo under API keys (https://app.billingo.hu/api-key) with access to documents and partners.
  • You know the ID of the Billingo invoice block (template) you want to use, and the ID of your Billingo bank account if you want it printed on invoices.

Set up Billingo

  1. Open App Store in the sidebar and choose Billingo.

  2. Select Install. Installing works the same for every app, see App Store.

  3. Under Settings, paste your key into API key and select Save.

  4. Select Turn on.

  5. Open Invoicing in Settings. Billingo shows as On.

  6. Fill in the invoice settings as described in Choose how invoices are issued.

Settings

The app has one setting in the App Store:

  • API key: your Billingo v3 API key. It is stored encrypted and is never shown again after you save it.

To replace the key later, open Invoicing in Settings and select Open Billingo settings. Everything else about invoicing is set on the Invoicing page, see the next section.

Choose how invoices are issued

  1. Open Invoicing in Settings.

  2. Under Invoice settings, enter the Block ID (Invoice template). This is the ID of the invoice block in Billingo.

  3. Optionally enter the Bank Account ID (optional). It is the default Billingo bank account for every currency.

  4. Choose the Auto-invoicing trigger: On Order Placed or On Payment Captured. It does not apply to orders that get a pro-forma invoice: those follow their own flow.

  5. Tick OSS (One Stop Shop) VAT reporting only if your company declares EU consumer VAT through the OSS scheme. Invoices to EU consumers with the destination country's VAT rate are then left out of NAV Online Számla data reporting.

  6. Under Currency-based Bank Accounts, give a currency its own Billingo bank account ID if it differs from the default.

  7. Under Payment Method Mapping, tick Auto-Invoice next to every payment method that should get an invoice automatically, and choose the matching Billingo method for each. The Pro-forma switch next to it decides whether orders paid with that method first get a pro-forma invoice. It is on by default for bank transfer, and you can turn it on for other methods too. While Auto-Invoice is off, it is off and you cannot change it. Pay on account never gets a pro-forma invoice.

  8. Select Save. The message Invoicing settings saved appears.

Block ID, bank account ID and the currency account IDs must be whole numbers.

Pro-forma, advance and final invoices

When someone pays by bank transfer, the money arrives after the order. With Pro-forma switched on for the method, Billingo documents each step:

  1. The order is placed. The store issues a pro-forma invoice, in Hungary a díjbekérő, in your Billingo account. The store emails it to the buyer with the PDF attached, the amount, the pay-by date, the payment reference and the bank details, taken from Bank Transfer. The document states that it is not an invoice. The pay-by date is 8 days after it is issued.

  2. The money arrives and you capture the payment. The pro-forma is marked as paid, and the store issues the document that proves the payment. In Hungary a business buyer always gets an advance invoice (előlegszámla). A private buyer gets one from 900 000 HUF, and an order in another currency counts as above that amount. Below it, the buyer gets the normal invoice, already marked as paid, and nothing more follows.

  3. The order ships. After an advance invoice, the store issues the final invoice (végszámla) with the advance deducted. If the order has several shipments, it is issued when all items have shipped.

A buyer counts as a business when the order has a tax number or a company name in the billing address.

A few other cases are handled for you:

  • If the order ships before it is paid, the invoice is issued when it ships and the payment is recorded on it when the money arrives.
  • If the order is canceled or edited before the payment, the pro-forma is voided. After an edit, a new one is issued with the new amounts.
  • If only part of the amount arrives, nothing is issued by itself. The order panel tells you to issue the advance invoice for the amount received in Billingo.

Orders with other payment methods keep the trigger you chose under Invoice settings.

The pro-forma email is one of your store emails, in the language of the buyer. The buyer also finds every document of the order on the order page of their account, or on the order page they open as a guest: a Documents list with the pro-forma, the advance invoice, the final invoice and the invoice, each with a download button. An unpaid pro-forma shows its pay-by date and payment reference, a paid one shows Paid.

Invoicing rules

An order follows the invoicing rules of the country your business is registered in: the address in your business details under Store details. The currency the shopper pays in and the country the order ships to do not change this. Billingo covers Hungarian rules only. While your business is registered in another country, or its address is still missing, Billingo does not invoice the order, and the order panel says so.

Documents

The Documents page lists every invoice and pro-forma that Billingo issued for your store, newest first. You reach it from the Invoice not created and Pro-forma awaiting payment to-dos on Home, or at /invoicing/documents.

  • The tabs at the top are All, Not issued and Awaiting payment, each with the number of documents in it. Select a tab to narrow the list; Clear filter brings every document back.
  • Each row shows the Order, the Document (its type and number), the Buyer, the Amount, the Status, the Details and when it was Created.
  • The Status is Not issued, Awaiting payment, Paid, Issued, In progress, Cancelled or Modified. A document that was not issued shows the reason in Details, for example that the API key was rejected or the buyer's address is missing. An unpaid pro-forma shows its pay-by date after Due.
  • Select a row to open its order. Fix the cause there, then use Try again on the order's invoices panel.

When Billingo has issued nothing yet, the page says No documents yet. A tab with nothing in it says Nothing here.

Issue, download or cancel an invoice on an order

Every order page has an Invoices panel with every document of the order.

  • Create issues an invoice for the order by hand, for example for a payment method that is not set to Auto-Invoice.
  • Issue pro-forma issues a pro-forma invoice for an unpaid order that has none yet.
  • Download saves the PDF. Open opens it in a new tab.
  • Void on an unpaid pro-forma takes it back, after you confirm. It can no longer be paid, and the buyer is not notified.
  • Full storno cancels an invoice or final invoice with a storno invoice.
  • A document that could not be issued stays in the list as Failed with Billingo's error message and a Try again button. Fix the cause and select it.

Each row shows the invoice number, its type (Invoice, Pro-forma invoice, Advance invoice, Final invoice, Storno) and date. A pro-forma also shows its state (Awaiting payment, Paid or Voided), the pay-by date and the payment reference. The panel header shows the overall state: Issued, In progress, Failed, Canceled or Modified.

Good to know

  • The invoice language follows the customer's language: Hungarian, English, German, French, Croatian, Italian, Slovak or Romanian.
  • The store emails the customer its own invoice email with the PDF attached. Customers can also download their documents from their account.
  • Gift card payments are shown on the invoice.
  • The VAT engine works at checkout: it decides between Hungarian VAT, the destination country's VAT, reverse charge and non-EU sales.

If something goes wrong

  • Test connection fails. On the Invoicing page, select Test connection under Billingo. If it fails, check the API key in the app's settings in the App Store.
  • "Block ID, bank account and currency account IDs must be whole numbers." One of the ID fields holds letters or spaces. Copy the numeric ID from Billingo.
  • "No payment providers available in the store." Install a payment app and turn it on first, then map it here. See Payments.
  • An order got no invoice. Check that Auto-Invoice is ticked for the order's payment method and that the trigger fits: with On Payment Captured, an unpaid order waits for its payment. Also check the note on the order panel: an order that follows another country's invoicing rules is not invoiced.
  • A bank transfer order got no pro-forma invoice. Auto-Invoice and Pro-forma must both be on for Bank Transfer, and your business must be registered in Hungary, see Invoicing rules.
  • The buyer paid but only a normal invoice came. Below 900 000 HUF a private buyer gets the normal invoice. A business buyer always gets an advance invoice.
  • The panel shows "Failed". The row shows Billingo's error message. Fix the cause in Billingo or in the settings, then select Try again, or Create for a plain invoice.