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  3. WooCommerce Payments — Documents

WooCommerce Payments — Documents

Note: This feature requires at least WooCommerce Payments 4.1.0 installed.

WooCommerce Payments provides a list view to access the documents available for your site. This page includes the VAT invoices we provide for merchants from eligible countries, with new document types to be added in the future. This page is currently only available to merchants that are expected to have documents, such as those in the European Union.

To access the documents list view, go to Payments > Documents.

On this page, you can:

  • View the list of documents.
  • Sort the list by date.
  • Filter the list by date and type.
  • Download a specific document.
Example Payments > Documents administration screen

VAT Invoices ↑ Back to top

If you’re a merchant from Austria, Belgium, Switzerland, Germany, Spain, France, the UK, Ireland, Italy, Netherlands, Poland, or Portugal, you will receive a monthly invoice for the processing fees. No action is needed from you initially, but we will require you to supply your business name, address, and VAT number, if registered, at the moment you attempt to access these invoices.

Invoices for the previous month are generated on the 10th day of each month. You may also use the Documents page to view historical invoices since your account’s creation date.

New invoice notification ↑ Back to top

When a new invoice is generated, you will receive an email notification like this:

When you click on the View report button you should be taken to the invoice, similarly to as if you had clicked on the Download button from the Documents page.

If you do not want to receive these notifications every month, you can use the unsubscribe link in the email footer. Even unsubscribed, you will still be able to access the invoices from the Documents list. You do not need the 4.1.0 version of WooCommerce Payments to unsubscribe.

Providing your VAT details ↑ Back to top

If you have not provided us with your VAT details before downloading an invoice, you will be prompted to do so when you attempt to download it. The data submitted in this form will be applied to all your invoices, and you will not be prompted again after you successfully submit it.

If not registered for a VAT number, please click on Continue without checking I’m registered for a VAT number.

If registered for a VAT number, please check I’m registered for a VAT number. The VAT number field with your country’s prefix should appear. Provide your VAT number and click on Continue. You will be prevented from proceeding — and get an error message — if the provided VAT number fails validation.

After clicking on Continue, you should be redirected to the second step of this form.

Please fill in your Business name and Address and click on Confirm. After your details are successfully saved, you will be automatically redirected to the requested invoice.

Downloading your invoice ↑ Back to top

After clicking on the View report link from an email notification, or the Download button in the Documents page, a new tab will open with your invoice’s contents. A print dialog that you can use to save the invoice as a PDF file will be displayed automatically.

The invoice document will contain its number, date, and the period being reported. The information submitted in the VAT details form will be used in the Provided to field.

If you have transactions that are deposited in multiple currencies, the invoice will contain one line item for each currency. Each line item will contain the number and total amount for the transactions processed for that currency in addition to the fees charged by WooCommerce Payments.

Note: The transaction data used in the invoice is based on the UTC timezone, which may cause some discrepancies between the transactions list and the invoice.

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