Guide to Understanding Our Invoices

1 month ago
4 minutes

We maintain our billing simple and easy to use. Meanwhile, our invoices and billing are fully compliant for B2B purchases. Check out our guide to understand how our billing works.

Where Can I Find My Invoices?

You may find all invoices inside your client area. To view your invoices, please navigate to Billing > My Invoices in your account. There, you will find all the invoices issued for your account.

From your client area, you can pay, review, and download your invoices in PDF format.

Understanding Invoice Statuses

Unpaid: Before supplying or renewing services, we issue a Proforma invoice. After payment is received and/or services are provided, we issue the official invoice with paid status. All unpaid invoices in our billing system are not official tax invoices and are issued with the label “Proforma Invoice.”

Paid: These are official tax invoices issued after your payment. Be aware that your Proforma invoice number will be updated to match our official tax invoice numbering format.

Refunded: These invoices are also official tax invoices. We mark the invoice as “refunded” if a previously paid invoice was refunded. This label helps quickly identify invoices that were refunded.

Cancelled: These invoices are equivalent to unpaid invoices and are not tax invoices. These invoices are kept in your account for unpaid orders or cancelled services when the invoice was generated prior to cancellation.

Credit Note Invoices

For credit note invoices, we proceed as follows:

For example, if you paid invoice number #1 on 01/01/2020 and requested a refund on 05/01/2020, after processing your request, we will issue a refund and generate invoice #2 dated 05/01/2020.

In your account, you will see two invoices:

  • #1 from 01.01.2020 labeled “Refunded” with the amount you paid.
  • #2 from 05.01.2020 labeled “Paid,” showing the refunded amount as a negative.

Additionally, the invoice notes will include the reason for the refund and a reference to the previously issued invoice that was refunded.

What Information Is Included in Invoices?

  • Our business details: company name, bank details, registered address, VAT ID number, and local tax ID number.
  • Your billing details: For companies, there will be additional fields for your VAT ID and/or TAX ID. (If you need to display your local tax ID alongside your VAT ID, please contact our billing team.)
  • Invoice date and due date.
  • Payment method and transaction details.
  • Service/Item descriptions and the period of service usage.
  • Invoice notes, where we display all amounts converted to our local currency (Romanian Leu) for tax purposes.

For business customers from the EU/UK, there will be an additional mention:

  • Reverse Charge (Taxarea Inversa)

What Is the Invoice Number?

Our invoice format follows this format: V1HOST-YEAR-NUMBER.

Please only register the official tax invoice, starting with V1HOST, in your accounting records.

Proforma Invoices are identified by a date+number format: YEAR-MONTH-DATE-NUMBER. Example for issued proforma on January 1st, 2020: 202001011

Understanding the Invoice Date Format

Invoices issued by VerticHost SRL use the DD-MM-YYYY format.

For example, if the invoice indicates the invoice date as 11-01-2020, it means January 11th, 2020. The same DD-MM-YYYY format is used for indicating the service usage period in the invoice description: (11-01-2020 – 10-01-2021). It means from January 11th, 2020, until January 10th, 2021.

Invoices are issued according to our local time, Bucharest time (Eastern Europe Time).

Explore Other Billing Guides

Explore the article “Do I Need to Pay VAT?” From this article, you will understand how we charge VAT and how to update your account to receive 0% VAT invoices if your company has a valid VAT ID number.

Check out our Renewal Policy to learn when renewal invoices are generated and how the process works.

Discover the details for bank transfer payments.

You may also be interested in how to update your billing details, change the due date for your services, or switch your payment method.

For any questions regarding your invoices and payments, our billing team is ready to help.