E-Invoicing

What it is

E-Invoicing is a MultiSafepay branded billing solution enables merchants to take full control of their credit management process, the payment process and of contact with their customers. Post-payment methods such as E-Invoicing are very customer-friendly, as they allow paying for a purchase after its delivery. MultiSafepay offers a complete set of tools for automatically sending invoices and payment requests to the customer directly from your webshop.

How it works

Once E-Invoicing is activated in your MultiSafepay Control, you will need to set it up correctly. Firstly, an action needs to be created. An action will be set as email, text or letter. Multiple actions will become a collection flow.

A collection flow needs to be linked to a website to be activated. When the collection flow is activated, E-Invoicing will be ready for use as payment method.

The layout and creation of the email template is entirely your responsibility. You can design the collection flow based on your preferences and personalization requirements. In our email templates, you can use the tokens between @@. Further information available on our email template token dedicated page.

Create action

Each action needs to created following these steps:

  1. Login into your MultiSafepay Control and navigate to E-Invoicing -> Action
  2. Click on Add new template
  3. Select delivery option(s) email address, SMS or Letter
  4. Provide a description. Example: NL 1st invoice
  5. Select a language
  6. The from address is by default [email protected] When changing the from address, MultiSafepay strongly recommends you add a DNS records to your domain in order to avoid your messages being marked as spam. Further information available in your MultiSafepay Control
  7. Enter a from name
  8. Provide a subject. Example: Invoice @[email protected]
  9. The Body plain indicates plain (unformatted) text. The layout is entirely up to you
  10. The body HTML is also up to you to create and design
  11. Create an action for every step in the collection flow.

Example plain body:

Date: @[email protected] 
Order number: @[email protected]

Subject: your order with @[email protected]

Dear @[email protected] @[email protected],

Thank you for your order at @[email protected]

Details of your order:
@[email protected]

We kindly request you to pay the invoice for @ DUE_DATE @.

Complete your payment using the payment link below
@[email protected] 

Use the following information for a bank transfer:
IBAN: @[email protected]
BIC: ​@[email protected]
In the name of: @[email protected]
Payment reference:​ @[email protected]

Remember to mention the payment reference so that we can link your payment to the correct order. 

Kind regards, 
Your name 
Finance

__
For questions about your order, please contact our customer service via 0208500500 or [email protected]

Create collection flow

Now that the actions have been created, you can follow these steps to create a collection flow:

  1. Navigate to E-Invoicing -> Workflows
  2. Select Create new
  3. In the Settings you can select a template when available
  4. Provide a name for the collection flow in the Description. Example: B2B Netherlands
  5. Select an action from the drag and drop to start creating a collection flow. Starting with the first invoice and building up the payment flow towards the customer
  6. Enabling the Debt collector allows you to hand over the invoice to the collection agency you are working with. Not all merchants decide to hand over the invoice to a collecting agency. This is optional
  7. Manual approval before execution is an option that allows you to accept or decline the transaction manually
  8. The Increase transaction fee will add an additional amount on top of the original amount. Amount should be formatted in cents ( € 1.00 = 100)
  9. Also available is adding a percentage instead of a fixed amount. This can be done through Increase transaction fee %
  10. The days active specifies how long the payment link is valid
  11. There are 2 ways to set the When
    • The first is by X days after previous step. Select the number of days
    • Also possible is to select _Day of month (1-28). This allows you to select a specific day of the month to sent the invoice to the customer. This is mostly used with repeated invoices
  12. If desired you can select a Day of the week
  13. Also available to provide a Execution time
  14. Save the communication settings and the first action of the flow is created
  15. Repeat for every action you add to the collection flow
  16. Save flow.

Getting started

After creating the actions and setting the collection flow, you will be able to use E-Invoicing.

Good to know about the payment method E-Invoicing:

  • Every successful E-Invoicing transaction will be visible in your MultiSafepay Control under E-Invoicing -> Invoices. A clear overview on the outstanding transactions

  • You can generate a personalized E-Invoice in your MultiSafepay Control. Produce an E-Invoice in your account for your customer under E-Invoicing -> E-Invoicing Generator. The Invoice created will be sent to the email address supplied.

  • When E-Invoicing is being used for subscription payment, it is possible to generate a batch of transactions with the payment method E-Invoicing. Go to E-Invoicing -> Batches. Upload a file in .xls, .xlsx or .csv format. Use the template available in your MultiSafepay Control as example.

Transaction flow

The transaction flow shows the different ways a transaction can be processed. This differs per payment method.

  • Order status
    The order status indicates the status of the order, such as completed, pending or rejected. The order status is independent of the incoming or outgoing payment of the transaction.

  • Transaction status
    The transaction status indicates the payment status of the transaction, such as completed, pending or rejected. Once the transaction status is completed, the amount of the transaction is added to your MultiSafepay balance.

Order Status Transaction Status Description
Completed Initialized A successful E-Invoicing transaction has been received.
Shipped Initialized A Capture has been sent to E-invoicing, the transaction has been confirmed. An invoice will be send to the customer.
Shipped Completed Payout of an E-Invoicing transaction has been received and added to your MultiSafepay Control balance.
Declined Declined Transaction has been rejected.
Expired Expired An unfinished transaction will automatically expire after a predefined period.
Void Cancelled Transaction has been cancelled.

Refund flow

Order Status Transaction Status Description
Initialized Initialized A refund has been requested.
Completed Completed Refund has been successfully processed.

The full API reference for E-Invoicing can be found here.

Product Rules

Some rules may apply to certain payment methods. For E-Invoicing, the following rules apply:

  • Refunding more than the stated amount of the original transaction is NOT possible with E-Invoicing. More information is available on our refund more than original amount page

  • Successful E-Invoicing transactions have no expiring date regarding refunding, as long as the receiving bank is able to process the refund

  • Payments done through E-Invoicing are processed in Euros (EUR)

  • As a post-payment method, E-Invoicing has a different payment flow and therefore the setting of days or seconds active will have no influence. Full documentation can be found on our lifetime of a payment link FAQ page

  • As a rule of thumb, post-payment methods do not allow the use of a giftcard by a customer when filling in the payment details (after the order has already been placed). This has to do with the accuracy of the order specifications, needed by the collecting party (i.e. E-Invoicing). Our platform would otherwise interpret the giftcard as a discount (which is not present in the shopping cart specification) and would not reflect the right order information needed, for example, for taxation purposes. However, using giftcards for post-payment can be implemented as an option before placing the order (i.e. on your checkout page, before calling our API). It is the merchant’s sole responsibility to enable this feature. Failing to comply with this product rule might result in unexpected errors and unwanted complications.

Activate

In order to enable E-Invoicing for your ecommerce platform, an application is required. Submit your request by contacting your account manager or contact us at [email protected]

Before applying to enable E-Invoicing, please check with your account manager at MultiSafepay if you are eligible for this payment method.

How to refund E-Invoicing transaction

There are 3 ways to refund a E-Invoicing order in your MultiSafepay Control.

In all three cases of a refund, only an amount will be refunded if a payment is linked to the transaction. If no payment is linked to the transaction, only a credit on the invoice will take place.

Full refund order

The order can be fully reimbursed by the refund option. Please follow these steps:

  1. Go to transactions in the MultiSafepay Control
  2. Select transaction overview
  3. With the search function you can find the transaction
  4. Click on the transaction to open it
  5. Select refund order
  6. Full refund
  7. Save.

The order is cancelled.

Partial refund

The Transaction can be partially refunded in the checkout editor. Please follow these steps:

  1. Go to transactions in the MultiSafepay Control
  2. Select transaction overview
  3. With the search function you can find the transaction
  4. Click on the transaction to open it
  5. Select refund order
  6. Choose Edit
  7. Choose the page(s) you want to deduct from the order
  8. Save.

The transaction shows the credited page with the deducted amount added to the transaction. A new payment link is generated and sent to the customer with the adjusted invoice.

Add a discount

Instead of deleting an page in the checkout editor you may want to add a discount. Please follow these steps:

  1. Go to transactions in the MultiSafepay Control
  2. Select transaction overview
  3. With the search function you can find the transaction
  4. Click on the transaction to open it
  5. Select refund order
  6. Choose edit
  7. Add the discount as a new page in the checkout editor For example -1 -> discount -> amount -> VAT
  8. Add the new order line to the order to deduct the amount given as a discount
  9. Save.

The discount is added to the transaction. A new payment link is generated and sent to the customer with the adjusted invoice.

In most plugins you can also refund. See the Plugin FAQ for more information.