Invoicing any concept, and your customers
A management fee to an owner, a cleaning, a repair passed on: any invoice to any customer, with or without a property, numbered and sent to VeriFactu like the rest.
Making one
You only need an issuer (Invoicing › Issuers). The property is optional: pick one and the invoice is listed with it; leave it empty for a general invoice of the business.
Each concept carries its own VAT: 21 % (fees, cleaning, repairs, services — the default), 10 %, exempt (letting a home without hotel-type services) or not subject. Prices are before VAT unless you tick that they include it. Concepts you invoiced before are offered while you type, with their last price.
If your customer is a business or professional that must withhold IRPF, choose the withholding (15 %, 7 %, 19 % or another figure). It only applies to this invoice.
- 1Invoicing › New invoice › Any concept (or, from a property's Invoicing tab, Invoice another concept).
- 2Type the customer's name: pick a saved customer or an owner of one of your homes, or keep typing to create a new one in place.
- 3Add the concepts, review the totals and the preview on the right.
- 4Save the draft to finish later, or Issue invoice and confirm. Then open the PDF or email it to the customer in one click.
A full invoice needs the customer's name, tax ID and address. With no customer details it is a simplified invoice, allowed only up to €400 and for customers who do not need to deduct it.
Several bookings on one invoice
One invoice can cover several bookings next to the concepts you type: the month's management fee to an owner, or a company that pays for three stays. Click Add bookings under the concepts.
Choose what each booking adds: a percentage of it (your fee — one line per stay, saying what it was worked out on) or the stay itself (accommodation, cleaning and extras, as on the booking's own invoice). Then pick the period (last month, this month or other dates), the home if you want only one, and tick the bookings.
Stays count in the period they end in; a long-term let adds each of its months in the period. The lines can be edited afterwards like any other, and each one keeps a tag with its booking.
Bookings already on another invoice are hidden unless you untick "Not invoiced only", and marked when shown — so a booking is not charged twice by mistake. Invoicing a guest for the stay and the owner for your fee on the same booking is fine: they are two different invoices.
If every booking is of homes of the same owner, Keyio offers them as the customer.
An invoice with a property only takes bookings of that home. To invoice bookings of several homes on one invoice, leave the property empty.
Costs paid on the customer's behalf (suplidos)
A suplido is something you paid in your customer's name and on their account, and now ask them back: the plumber who fixed the owner's boiler, paid by you, with the plumber's invoice made out to the owner. It is not your income, so it carries no VAT of yours and is not part of your invoice.
Under the concepts, in Disbursements, click Add from expenses to pick the home's expenses you paid (Keyio takes the supplier, the invoice number and what you paid), or Add by hand for one you have not recorded. Tick that those invoices are made out to the customer and that you paid them on their behalf.
On the PDF they appear after the invoice total and add up to the Total due. They are not in the tax base, the VAT, the invoice total or the VeriFactu record, as the Tax Agency asks.
Only on a full invoice, next to at least one concept of your own: an invoice made only of suplidos is not an invoice. A corrective invoice does not carry them.
If you collect the home's bookings, each period's expenses already come off what you pay the owner in the statement. Those cannot be added as suplidos (Keyio marks them "Already taken off the statement"): you would charge them twice. Each expense goes on one invoice only.
Whether a given cost is a suplido depends on how it was contracted and paid. When in doubt, check with your tax adviser.
Knowing what has been collected
Every issued invoice shows whether it is Collected, Part collected or still To collect, and the Invoicing page adds up what is pending and how long the oldest has waited.
It is collected from Finance › Bank (a payment received matched with the invoice — Keyio proposes it when the amount and the customer or number fit) or by hand from the invoice's menu: Mark as collected, for cash or an account you don't import.
Due dates and payment reminders
An invoice can carry a due date: the day the customer must have paid. Set it in the invoice's form (Due date), or give the issuer a payment term in days (Invoicing › Issuers › Payment term) and every full invoice of any concept without a date of its own falls due that many days after it is issued. Stay invoices are not given one: a stay is normally paid before it is invoiced.
The PDF prints the due date. If the invoice is not collected by then, it shows as Overdue on the list and in Action required, on the dashboard and in the bell (with four or more, a single alert takes you to the list of overdue invoices). An invoice without a due date never raises an alert.
From the alert, or from the invoice's menu (Remind the customer), Keyio emails the customer a polite reminder in your name: what is left to pay, the due date, your IBAN when the issuer prints one, and the invoice attached again. Replies come to you. One reminder a day at most per invoice; the list shows when the last one went.
Your customers
Invoicing › Customers keeps the people and companies you invoice. A customer is saved when you issue an invoice to them (untick "Save to my customers" if you don't want it), and you can add, edit or delete them there.
Each invoice keeps its own copy of the customer's details: editing or deleting a customer never changes an invoice already issued.