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Knowledge Base

How To Manage Your Billing Details

Introduction

Your billing details determine how VAT is calculated on your charges and what information appears on your invoices. This guide shows you how to set up and update your country, ZIP code, and business information for correct invoicing and potential VAT exemption.

Viewing Your Billing Details

  1. Go to the Billing Dashboard.
  2. Look at the Billing Details card on the right side of the page.

This card displays:

  • Your country and ZIP / postal code
  • The VAT rate being applied to your charges
  • Your company name and VAT number (if you’ve added business details), along with a Verified badge if your VAT number has been validated

Setting Up or Editing Your Location

Your country and ZIP code are required for billing. They determine your VAT rate and appear on all your invoices.

  1. On the Billing Dashboard, click Edit on the Billing Details card.
  2. In the Billing Information modal, find the Location section.
  3. Select your Country from the dropdown.
  4. Enter your ZIP / Postal Code.
  5. Click Save.

Your country determines your VAT rate. EU countries are charged VAT at their local rate (e.g. 19% for Germany, 21% for the Netherlands). Non-EU countries are not charged VAT.

Adding Business Details (EU VAT Exemption)

If you’re an EU-registered business, you can enter your VAT number to receive a VAT exemption under the reverse charge mechanism. This means VAT is no longer added to your charges.

Steps

  1. On the Billing Dashboard, click Edit on the Billing Details card.
  2. In the Billing Information modal, find the Business Details section.
  3. Enter your Company Name as registered with your tax authority.
  4. Enter your VAT Number including the country prefix (e.g. DE123456789 for Germany, FR12345678901 for France, NL123456789B01 for the Netherlands).
  5. Click Verify – the system will validate your VAT number against the EU VIES database in real time.
  6. If the number is valid, a green Verified badge appears next to it.
  7. Click Save to apply your changes.

Make sure your VAT number includes the two-letter country prefix. Numbers without the prefix will not validate.

What Happens After Verification

  • Once your VAT number is verified:

    • VAT is removed from all future charges (reverse charge applies).
    • Your invoices will display a “Reverse Charge” notice instead of a VAT line item.
    • Your company name and VAT number will appear in the “Bill To” section of all invoices.
    • You become responsible for accounting for VAT in your own country under the reverse charge mechanism.

  • Since we are based in Latvia:

    • Latvian businesses are always charged VAT at the local Latvian rate, regardless of VAT registration.
    • Your company name and VAT number will still appear on invoices.
    • This is a requirement of Latvian tax law and cannot be overridden.

  • If you’re located outside the EU:

    • VAT is not applicable regardless of whether you enter business details.
    • Adding business details is optional, but if you do, they will appear on your invoices.

Removing Business Details

If you need to remove your business information and return to standard consumer billing:

  1. Open the Billing Information modal from the Billing Dashboard.
  2. Clear the Company Name and VAT Number fields.
  3. Click Save.

After removal, VAT will be applied to all future charges at your country’s standard rate.

Changes to your billing details only affect future charges. Existing invoices are not retroactively updated.

Troubleshooting

Issue Solution
VAT number won’t verify Make sure you include the two-letter country prefix (e.g. DE, FR, NL). Verify that the number is active on the EU VIES database
Still being charged VAT after adding a VAT number If you’re a Latvian business, VAT is always applied (see above). For other EU countries, check that the Verified badge is showing next to your VAT number
Wrong VAT rate Update your country in the Location section. The VAT rate is determined by your billing country
Business details not appearing on invoices Make sure you clicked Save after entering your details. Check the Billing Details card to confirm they’re saved