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Employer's Invoicing Guide

Updated

Everything You Need to Know About Vapaus Invoicing

This guide is designed to help your company’s finance and payroll departments understand our billing processes, schedules, and reporting.

1. Invoicing Schedule and Cycle

Vapaus issues invoices based on the active contracts during the current month.

  • Invoicing Time: Invoices are sent once a month, typically during the first or second week of the month.

  • Reports: Supporting reports (started and ended contracts) are available for download in the portal on the 2nd business day of each month.

2. Contents of the Invoice

A typical invoice from Vapaus consists of two main parts:

  1. Leasing Fees: The monthly leasing installments for the employees' bikes.

  2. Service Fees: The Vapaus administration fee (€12.90 / month / active bike), which covers platform use, insurance, and customer support.

3. Billing Method and E-Invoicing

We use the NetSuite ERP system for invoicing. To ensure smooth delivery:

  • Please make sure we have your up-to-date e-invoicing details (EDI/OVT identifier and operator).

  • Any changes to billing information should be reported immediately to: B2Bsupport@vapaus.io.

4. What to Do If There Is an Error in the Invoice?

If you notice any discrepancies (e.g., an employee's contract has ended but still appears on the invoice):

  • Do not simply leave the invoice unpaid. Contact our support.

  • We usually correct errors by issuing a Credit Note to be applied against the original invoice, and we will send a new corrected invoice if necessary.

  • Reminder: To avoid unnecessary billing, always report contract terminations by the 20th of the month.

5. Data Verification and Accuracy

⚠️ NOTE: Since employees enter some of their information themselves, human errors may occur.

To avoid invoicing errors, we recommend carefully reviewing the reports in the portal, as the information displayed in the reports is reflected directly on the invoices.

  • Company Mapping: Always ensure that the employee is listed under the correct legal entity (employer). This is critical if your organization has multiple subsidiaries.

  • Cost Centers and IDs: Double-check that cost centers and employee IDs/numbers are correct.

  • Self-Service: You can edit cost centers and employee IDs directly in the Employer Portal.

When to Contact Customer Support?

Please contact b2bsupport@vapaus.io in the following cases:

  1. Incorrect Employer Entity: If an employee has selected the wrong company from the list, this cannot be fixed via the portal self-service.

  2. Reference Numbers: If you wish to add your own specific reference number to the invoice.

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