Invoices

Invoices are the billing documents that Gilbert generates for your customers. They detail what was charged, calculate taxes, and serve as official records of transactions. Gilbert generates invoices automatically from subscriptions at each billing period.

How Invoices are Created

Gilbert automatically creates invoices from subscriptions. At each billing period:

1. Subscription reaches its billing date
2. Gilbert calculates line items and taxes
3. Invoice is created in Draft status

Invoices remain in Draft until you issue them. To issue an invoice:

1. Open the invoice
2. Review the details
3. Click Issue

Once issued, the customer receives the invoice and payment is expected.

Invoice Statuses

Invoices move through these statuses:

Requirements for Issuing

Before issuing an invoice, ensure:

1. Seller information is configured in Settings:
   • Business VAT number
   • Business address
2. For reverse charge invoices (B2B cross-border):
   • Customer must have a valid VAT number

If requirements are not met, Gilbert displays an error explaining what's missing.

Issued → Paid or Issued → Void

Draft → Void: Drafts can be voided directly without issuing.

Invoice Contents

Header Information

• Invoice number — Unique identifier (format: INV-0001, INV-0002, etc.)
• Issue date — When the invoice was finalized
• Due date — Payment deadline (defaults to 30 days after issue date)
• Seller details — Your business information (captured when issuing)
• Customer details — Billing name, address, and VAT number

Line Items

Each line item shows:

Tax Calculations

Gilbert calculates VAT automatically based on the tax type:

Standard VAT

Reverse Charge (B2B cross-border)

Billing Period

Subscription invoices display the billing period covered by the invoice.

Invoice Numbering

Gilbert automatically assigns sequential invoice numbers in the format INV-XXXX (e.g., INV-0001, INV-0002):

• Sequence — Guaranteed unique and sequential
• No gaps — Void invoices keep their numbers
• Immutable — Numbers cannot be changed after issuing

Tax Handling

VAT Calculation

Gilbert calculates VAT based on:

1. Your business location
2. Customer location
3. Customer VAT status (B2B vs B2C)

See VAT & Tax for details.

Tax-Compliant Invoices

Gilbert invoices include all required VAT information:

• Your VAT number
• Customer VAT number (if B2B)
• VAT amounts by rate
• Reverse charge notices (when applicable)

Proration on Invoices

When a subscription is upgraded mid-period, the invoice shows the credit for the unused portion of the old plan offset against the charge for the new plan:

See Proration for calculation details.

Related

• Subscriptions — Source of recurring invoices
• Customers — Who invoices are billed to
• VAT & Tax — Tax calculation details
• Proration — Mid-cycle billing adjustments