E-Invoicing

What is it?

Allowing the customer to pay for a purchase after receiving it, is the most customer-friendly payment solution. There are many post payment solutions available, however, as a webshop you often have no control over the payment process and the contact with your customer.

MultiSafepay offers a billing solution which enables our merchants to let their customers pay later by using the payment method E-invoicing. E-Invoicing enables the merchant to take control of his/her own credit management process. MultiSafepay offers a complete tool set to send an invoice to the customer directly from your webshop, and automatically sends a payment request to the customer.

How does it work?

Once E-Invoicing is activated in your MultiSafepay Control, the correct settings can be set. First an action needs to be created. An action will be set as email, text or letter. Multiple actions will become a collecting flow.

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

The layout and creation of the email template is entirely up to you. This way, the collecting flow is personalized and set as desired. In our email templates, you can use the tokens between @@. Further information available in Email template token

Create action

Each action needs to created. Follow the following steps to create an action.

  1. Login in 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 collecting 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 collecting flow

With the actions created it can be enterd into a collecting flow. Follow the following steps to create a collecting 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 collecting flow in the Description. Example: B2B Netherlands
  5. Select an action from the drag and drop to start creating a collecting 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 collecting agency you are working with. Not all merchants decide to hand over the invoice to a collecting agency. This is not mandatory but 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 collecting flow
  16. Save flow.

getting started

The actions are created and the collection flow is set, now you are ready to start using the payment method 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

  • Also available within your MultiSafepay Control, is generating a personalized E-Invoicing. Produce an E-Invoicing 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.

E-Invoicing transaction flow

Order Status Financial 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 Canceled Transaction has been canceled.

E-Invoicing transaction, refund status flow

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

Full API reference on the payment method E-Invoicing.

Product Rules

Some rules may apply to certain payment methods. These rules apply to the payment method E-Invoicing.

  • The days and seconds active does not apply to the payment method E-Invoicing. This is because the payment method is a post payment method. As a result, it has a different payment flow and the setting of a days or seconds active will have no influence.

    Full documentation on the lifetime of a payment link can be found on our FAQ page, Lifetime of a payment link

  • E-Invoicing processes the currency Euros (EUR).

Activate

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

Submit your request at your account manager at [email protected]

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.

  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 canceled.

Partial refund

The Transaction can be partially refunded in the checkout editor.

  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 article(s) you want to deduct from the order
  8. Save.

The transaction shows the credited article 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 article in the checkout editor you may want to add a discount.

  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 article 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.