Invoicing & Collections

Your invoices go out right the first time, and the money comes in sooner.

VAT, stamp duty and FODEC are worked out on every document under Tunisian rules, with no spreadsheet alongside. Once an invoice has gone, you can see what is owed, what is late and what has been collected, without recounting anything.

  • VAT at 19 %, 13 %, 7 % and 0 %
  • Stamp duty applied to the whole document
  • Documents in French, English or Arabic
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The same path whether an invoice is settled in one go or in three instalments.

What hand-kept billing actually costs

The hard part is almost never writing the invoice. It is making it right, and then getting paid.

  • Every invoice goes back through the spreadsheet

    Someone checks the VAT rate, adds the stamp, recounts the FODEC. One document in twenty goes out wrong, and it is that one the customer disputes.

  • Chasing depends on who remembers

    A big customer who is late gets chased three times. A small one gets forgotten entirely. Cash feels it long before anyone notices.

  • One transfer covers five invoices

    The customer pays a round figure that matches no single document. You open the statement, find the invoices, decide what to settle, and try to remember what is left.

From invoice to cash

Four stages, and one document passes through all of them. Here is what each one decides.

  1. 01

    Bill

    The invoice picks up the order, or starts from nothing. Taxes fall into place from the product and the customer, and the document shows the detail your customer expects: base, tax by line, stamp, total.

  2. 02

    Send

    The PDF goes by email in your branding, in your document language. What went out is dated, and stays readable exactly as it was sent.

  3. 03

    Track

    Every invoice carries its due date and its balance. The aged balance sorts what is outstanding by age, and reminders go out on their own once you have armed them.

  4. 04

    Collect

    A payment attaches to the invoice it settles. A larger transfer spreads across several invoices, and anything over stays in the customer’s name instead of vanishing.

What you run from invoicing

Four families: issue the document, tax it correctly, collect, and correct without ever rewriting.

Issue

  • Invoice from an order, or from scratch Nothing to retype when the sale is already in the system.
  • Numbering per document type One format per series, with a yearly reset if that is how you work.
  • Documents in French, English or Arabic Arabic is typeset right to left, not merely translated.
  • Logo, colours and wording to your brand Header, footer, bank details and terms.
  • Amount in words The line that tax offices and some banks still ask for.
  • Email delivery with the PDF attached The send is dated and stays attached to the invoice.

Tax it the Tunisian way

  • VAT at 19 %, 13 %, 7 % and 0 % All four rates are in place before your first invoice.
  • Stamp duty applied to the whole document Credit notes included — a credit note is a fiscal document in its own right.
  • FODEC worked out before VAT VAT then applies to the base plus FODEC, in that order.
  • Exemptions with a validity period The certificate reference sits on the customer, and the exemption stops applying on its end date.
  • A snapshot of the tax on every line The rate applied is frozen onto the document the day it is issued.
  • Fiscal positions Business+ An export customer or a foreign entity gets a different set of taxes, or none.

Collect

  • Partial payments The invoice balance follows every instalment.
  • One transfer spread across several invoices Switch on Oldest first, most overdue first or largest first — and you can override by hand.
  • Reminders that firm up over time Switch on From a polite nudge to collection, with a record of every message that went out.
  • Cheques tracked through to clearance Switch on Maturity, deposit, clearance, and what happens when one bounces or is endorsed on.
  • Customer credits and overpayments Switch on The credit stays in the customer’s name and applies to a later invoice.
  • Aged balance by customer Outstanding sorted by age, and the debtors that weigh most.

Correct without rewriting

  • Credit note Switch on To cancel or reduce what was invoiced.
  • Debit note Switch on To claim a shortfall afterwards, without reopening the invoice.
  • Write-off, and its reversal If the customer pays after all, the balance comes back and both entries stay on file.
  • Every correction is a document linked to the original The history reads both ways, which is what an audit asks for.

Four things a spreadsheet does not do

These decide whether the billing holds up at audit, or the day a customer disputes a line.

Tunisian tax, in the right order

The difficulty is not knowing the rates, it is applying them in the right order. FODEC is worked out on the net amount, VAT is then worked out on that amount plus FODEC, and stamp duty sits on the whole document rather than on a line.

VIA ERP runs those three in sequence on every document, credit notes included, and freezes the rate applied to each line at the moment of issue. The printed total and the recorded total cannot drift apart later.

Order matters: swap FODEC and VAT and the document is wrong by a few millimes, every month.

Unpaid invoices chase themselves

Switch on

A reminder sent at the right moment needs no firmness; one sent three weeks late needs a great deal. The problem is consistency, not tone.

You arm a ladder of reminders, from a polite nudge to collection, and VIA ERP walks it for every overdue invoice. A dispute pauses that customer, a minimum gap stops two messages landing together, and every send stays on the customer’s file.

You set the gaps between rungs, and a disputed customer leaves the ladder until it is resolved.

One transfer, five invoices

Switch on

The customer pays a round figure that matches no single invoice. It is the ordinary case in B2B, and it is the one that costs an hour in a spreadsheet.

You record the payment once and spread it across that customer’s open invoices — oldest, most overdue or largest first. Anything over is not lost: it stays as a credit in the customer’s name and applies to the next invoice.

One payment across three invoices. Anything over would become a customer credit.

Never edit an issued invoice

Switch on

Editing a document the customer already holds is the fastest way to lose an audit. The answer is not to forbid the mistake, it is to correct it with one more document.

A mistake in your customer’s favour is corrected by a credit note, an undercharge by a debit note, a lost receivable by a write-off that can still be reversed. Every correction points back at the original invoice, which is never touched.

Three corrections, three linked documents. None of them rewrites what the customer already received.

What holds up under audit

Billing is judged on what it can explain six months later, not on what it displays today.

  • An issued document cannot be edited

    What the customer received and what you recorded stay the same document.

  • A rate rise does not rewrite the past

    Every line keeps the rate applied to it on the day it was issued.

  • Every correction is dated and attributed

    Who issued the credit note, when, and against which invoice.

  • A write-off reverses cleanly

    The customer’s balance is restored, and both entries stay visible.

  • Approval before issue above a threshold Professional+

    The document waits for sign-off, and escalation follows the amount at stake.

  • Roles and permissions

    A manager level and a user level, per module.

What the finance director looks at

The dashboard answers the questions asked at the management meeting, and none of it is a projection: it is your documents and your recorded payments.

On the dashboard

  • Invoiced this period
  • Collected this period
  • Outstanding still owed
  • Collection rate
  • Average days to payment
  • Overdue amount, and its share of the total

Ready-made reports

  • Aged balance by ageing bracket
  • Top debtors
  • Invoice and credit-note journal
  • Recorded receipts and payments

An invoice comes from somewhere and goes on somewhere else. These pages tell both halves.

What you set up once

Tunisia is already configured. The rest is added when you need it, without touching documents already issued.

  • Numbering and series

    One format per document type, and how often it resets.

  • Payment terms

    The terms you grant, applied by default to each customer.

  • Document branding

    Logo, colour, legal wording, bank details and a watermark on drafts.

  • Document language

    French, English or Arabic, for everything that goes out in print.

  • Reminder ladder Switch on

    The gaps, the tone, and the minimum time between two messages.

  • Approval thresholds Professional+

    The amount above which an invoice waits for sign-off.

  • Withholding tax on your payments Professional+

    The retention is worked out at payment and the certificate follows, on the supplier side.

  • Multi-currency and exchange differences Business+

    You invoice in euro and keep your books in dinar without a second spreadsheet.

What it takes to issue the first invoice

Three steps, and the first is already done.

  1. 1

    Your country settings

    Choosing Tunisia installs VAT at 19 %, 13 %, 7 % and 0 %, stamp duty, FODEC, the dinar, payment terms and numbering. None of it has to be keyed in.

  2. 2

    Your customers and open balances

    An import assistant reads your spreadsheets, matches the columns, flags duplicates and lets you undo a whole import if it does not look right.

  3. 3

    Your branding and your series

    The logo, the wording and the numbering format. It is the only setting your customers will ever see.

VIA ERP documentation

Frequently asked questions

Is stamp duty applied on its own?

Yes. It sits on the whole document rather than on a line, and it applies to a credit note too, because a credit note is a fiscal document in its own right. You neither think about it nor add it by hand.

Do FODEC and VAT stack correctly?

Yes, and in the right order: FODEC is worked out on the net amount, then VAT is worked out on that amount plus FODEC. It is the commonest mistake in spreadsheet billing, and it costs a few millimes on every line.

How do I invoice an exempt customer?

The exemption sits on the customer record, with the certificate reference and the period it covers. Past that date the tax applies again without anyone having to remember — which is exactly what an audit checks.

What happens if a customer overpays?

The excess stays as a credit in the customer’s name instead of disappearing into a balance. It applies to a later invoice, or you refund it; either way the movement is on record.

How do I correct an invoice that has already gone out?

With one more document, never by editing the original: a credit note to cancel or reduce, a debit note to claim a shortfall. The correction points back at the original invoice, and the history reads both ways.

Do you handle cheques?

Yes, and general-purpose billing tools rarely do. A cheque is tracked from receipt to clearance, with its maturity date, its deposit at the bank, and what happens if it bounces or is endorsed on to somebody else.

Does a VAT rise change my old invoices?

No. The rate applied is frozen onto each line at the moment of issue. You change the rate for documents still to come, and nothing already in a customer’s hands moves.

What about Tunisian e-invoicing?

It is on the roadmap, and the page devoted to it says precisely where the subject stands, with no promise of a date. What you invoice today is already structured line by line and tax by tax, which is the preparation that counts.

Issue your first invoice today

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