Invoices
Updated on 2026-08-29
This chapter is not for a hair salon. It describes the Invoices screen in the platform panel: the invoices HairConnect sends to its own customers, the salons. These are fiscal documents, and the screen behaves accordingly.
Before you start: the salon's details
As long as the salon's billing details are incomplete — name, address, country and VAT number — no invoice can be recorded for that salon. This is not a warning but a block: the Record button returns an error naming the missing field.
The reason: the invoicing service determines the VAT treatment from the country and the VAT number. If either is missing, it would have to guess. See the chapter The invoicing service.
From draft to invoice
An invoice passes through four states.
| Status | What it means |
|---|---|
| Draft | No number yet, not sent yet. May be deleted. |
| Sent | Recorded and final. Does not change any more. |
| Paid | Reconciled, by hand or later by the payment integration. |
| Cancelled | The number stays; what belongs opposite it is a credit note. |
Creating drafts
The Create drafts button at the top right creates a draft for every subscription whose period has ended. Three things happen by themselves:
- a salon set to zero (
free_reasonfilled in) gets nothing — there is nothing to collect; - a trial, a paused and a cancelled subscription get no invoice either;
- if a non-cancelled invoice for that period already exists, there is no second one.
The one-off migration fee only appears on the first invoice of a subscription. Without that condition it would show up every month at € 349.
Recording
Only at that moment does the invoice get our reference, an invoice date and a due date, and is it offered to the invoicing service. After that, nothing changes to the lines any more.
So a draft you throw away has used up no reference. That is deliberate: a gap in the series is exactly what a tax audit looks at.
Numbering: two things that look alike
The invoice number comes from the invoicing service. That is the number the customer sees on their document.
Our reference comes from a locked sequence on our side: one continuous, gap-free series per fiscal year, across all salons, in the form 2026-0001. We send it along. In the list you recognise it by the ref. prefix — without it, it reads as an invoice number, and it is not one.
Why that sequence has to be locked: monthly invoicing will run as an automated task, and a payment integration is coming on top of it. Those two can want to create an invoice in the same second. With "the highest number plus one" they read the same figure, and you get either the same reference twice or a gap.
VAT
All subscription prices on the pricing page are excluding VAT.
VAT is not calculated by HairConnect. The invoicing service determines the treatment — Belgian rate, intra-EU reverse charge, or export — from the salon's country and VAT number, and we take over what comes back. Even when that differs by one cent from what we would calculate: their amount is on the document the customer and their accountant hold.
As long as the service has returned nothing, the VAT and Incl. VAT columns show a dash. That is deliberately not a zero: zero would claim there is no VAT.
The PDF
There are two buttons, and they do not deliver the same thing.
- Invoice (PDF) opens the official document at the invoicing service. That is the fiscal record. The button appears as soon as that document exists.
- Working copy downloads our own readable copy. It states at the top, in so many words, that it is not an issued invoice.
Whatever the salon has not filled in stays empty. Nothing is completed and nothing is inferred: an empty address is better than a plausible but wrong one.
Marking as paid
As long as there is no payment integration, the money arrives in the bank account and you reconcile it here with Mark as paid. You can add the transfer's reference.
That button will remain afterwards too, for a transfer that arrives outside the integration.
What does not exist (yet)
- No credit notes. The table accepts negative amounts, so the door stays open, but the screen does not create them.
- No VAT logic of its own. That lives at the invoicing service; this software picks neither a rate nor a treatment.
- No automatic e-mailing and no automatic monthly task: you create the drafts with the button.
- No payment integration on this screen. Reconciling a payment is done by hand with Mark as paid.