Invoices on a company-owned property: tax base, VAT, disbursements and withholding
When a property belongs to a company, each expense can carry the invoice number and its breakdown, Keyio warns about duplicates and the export for your tax adviser includes the input VAT.
Who sees these fields
The "Invoice details" block appears in the expense form only on properties whose tax regime is Company (IS). On a property held by an individual the form is the same as always: one amount, nothing else to fill in.
The tax regime is set in the property form. When you sign up, Keyio asks whether your properties are held by an individual or by a company, and the properties you create afterwards start with that answer; you can change it on each property.
The breakdown and the amount
You can enter the invoice number, the tax base, the VAT, the disbursements (amounts with no VAT that a notary, a land registry or an agency pays on your behalf and passes on) and the income-tax withholding. All of them are optional.
The amount of the expense is what the invoice costs you: tax base + VAT + disbursements. Keyio works it out as you type and warns you if the figures do not add up to the amount.
The withholding does not lower the cost. You pay the supplier less and pay the rest to the tax office, so an invoice with a withholding costs the same; the form shows separately what you actually pay the supplier.
Reading the invoice with AI
Attach the invoice (or take a photo of it from your phone) and Keyio fills in the supplier, the date, the invoice number and the breakdown for you to review. Nothing is saved until you confirm.
The figures are kept only when they add up to the total printed on the invoice. When they do not, Keyio keeps the printed total and shows a warning asking you to check the amount, because a withholding or a disbursement may be missing.
Keyio remembers how you classified the previous invoices of each supplier and suggests the same category next time.
The due date is filled in when the invoice prints one; it is never worked out from terms such as "30 days". While the invoice is unpaid, you get an alert a week before it falls due and once it is overdue (see Bank reconciliation).
Always check the figures read from a document against the invoice before saving.
Duplicate invoices
Before you save, Keyio looks for an expense you already have from the same supplier with the same invoice number, or with the same date and amount, on any of your properties, and tells you which one it is. It is a warning: you can still save if they really are two invoices.
When you import several invoices at once, the ones that look already recorded are marked "Already recorded" and left unticked.
In a buy-to-sell operation
In the Sale step of the property form, "Cost of invoices" decides how each invoice counts in the operation: with VAT (the VAT is one more cost, the usual case when the sale is exempt from VAT) or without VAT (only the tax base counts, when the VAT is recovered). Ask your tax adviser which is your case.
On the Sale tab, the costs card shows the input VAT of the invoices with a breakdown, and "Export for your tax adviser" downloads every expense of the operation as CSV, Excel or PDF with the invoice number, tax base, VAT, disbursements and withholding.