VAT & Invoicing

Available in:

Post Affiliate Pro , Post Affiliate Pro Ultimate , Post Affiliate Network

What is VAT and Invoicing in Post Affiliate Pro?

Managing tax compliance and documentation for affiliate payouts can be complex, especially when dealing with affiliates from different regions with varying tax requirements. Post Affiliate Pro provides a complete VAT handling and invoice generation system that automates these processes, saving you time while ensuring proper documentation.

The VAT and invoicing features allow you to automatically calculate Value Added Tax on affiliate commissions, generate professional invoices for each payout, and maintain complete records for accounting and tax purposes.

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VAT Configuration for Payouts

Post Affiliate Pro offers flexible VAT settings that can be configured at both the system level and per-affiliate basis.

Enabling VAT Support

To enable VAT handling in your affiliate program, navigate to the VAT settings in your merchant panel. You will find three key settings:

1. Enable VAT Support - Toggle this option to activate VAT calculations for your affiliate payouts
2. Default VAT Percentage - Set the standard VAT rate that applies to affiliates by default
3. VAT Computation Method - Choose how VAT should be calculated

VAT Computation Methods

Post Affiliate Pro supports two methods for VAT calculation:

Add VAT to Commission: The VAT amount is added on top of the affiliate’s earned commission. For example, if an affiliate earns $100 and the VAT rate is 20%, they will receive $120 ($100 + $20 VAT).

Deduct VAT from Commission: The VAT is calculated as part of the existing commission amount. Using the same example, the affiliate receives $100 total, which includes $83.33 base amount plus $16.67 VAT.

This flexibility allows you to structure payouts according to your business agreements and local tax regulations.

Invoice Generation for Affiliates

Automatic invoice generation ensures that every payout is properly documented with a professional invoice.

Invoice Settings

Configure your invoice system with these options:

• Generate Invoices - Enable or disable automatic invoice creation for payouts
• Invoice Prefix - Define a prefix for invoice filenames (supports variables like affiliate name and invoice number)
• Invoice Number Format - Customize the format of invoice numbers
• Next Invoice Number - Set the starting number for your invoice sequence
• BCC Recipient - Add an email address to receive copies of all invoices sent to affiliates
• Attach Invoice to Email - Automatically include the invoice as a PDF attachment in payout notification emails

Invoice Number Customization

Invoice numbers can be customized using variables such as:

• {$number} - Sequential invoice number
• Combined with custom prefixes to create formats like “INV-2024-{$number}”

The system automatically tracks and increments invoice numbers to ensure uniqueness.

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Custom Invoice Templates

Post Affiliate Pro uses a powerful template system that allows you to create professional, branded invoices.

Available Template Variables

Your invoice templates can include numerous variables to display relevant information:

Affiliate Information:

• First name, last name, and full name
• Email address and username
• Company name and address
• VAT number and registration number

Payment Details:

• {$payment} - Total payment amount
• {$payment_excl_vat} - Amount before VAT
• {$payment_incl_vat} - Amount including VAT
• {$payment_vat_part} - The VAT portion of the payment
• {$currency} - Currency name
• {$payoutmethod} - Selected payout method

VAT Information:

• {$vat_percentage} - Applied VAT rate
• {$vat_number} - Affiliate’s VAT number
• {$reg_number} - Affiliate’s registration number
• {$amount_of_reg_capital} - Registered capital amount

Invoice Details:

• {$invoicenumber} - Unique invoice number
• {$date} - Invoice date
• {$dateFrom} and {$dateTo} - Commission period dates
• {$affiliate_note} - Notes from the affiliate

Branding:

• {$programLogo} - Your program logo as an image tag
• {$programLogoUrl} - Direct URL to your logo

Commission List in Invoices

You can include a detailed list of all commissions being paid using the {$commissionsList} variable. This creates an itemized breakdown of each transaction included in the payout, making your invoices fully transparent.

Separate Templates for VAT and Non-VAT Invoices

Post Affiliate Pro maintains two separate invoice templates:

1. Standard Invoice Template - Used for affiliates without VAT
2. VAT Invoice Template - Used for affiliates with VAT enabled, includes additional VAT-specific fields

This separation ensures that each invoice type contains appropriate information without unnecessary fields.

Tax-Related Fields on Affiliate Profiles

Individual affiliates can have tax-related information stored in their profiles, enabling per-affiliate VAT handling.

Per-Affiliate VAT Settings

Each affiliate profile can include:

• Apply VAT Invoicing - Enable or disable VAT for specific affiliates
• VAT Percentage - Override the default VAT rate for this affiliate
• VAT Number - The affiliate’s tax identification number
• Registration Number - Business registration number
• Amount of Registered Capital - For jurisdictions requiring this information

When an affiliate has VAT enabled in their profile, the system automatically uses the VAT invoice template and includes all relevant tax calculations in their payouts.

Automatic VAT Detection

When processing payouts, Post Affiliate Pro checks each affiliate’s profile to determine:

1. Whether the global VAT support is enabled
2. Whether the individual affiliate has VAT invoicing enabled
3. What VAT percentage to apply (affiliate-specific or default)

This ensures accurate tax calculations without manual intervention.

Payout Documentation

Every payout in Post Affiliate Pro is fully documented with comprehensive records.

Invoice Storage and Access

Invoices are stored with each payout record and can be accessed by:

Merchants:

• View invoices directly in the payout history
• Download invoices as PDF files
• Send invoice copies to affiliates at any time
• Access all historical invoices for accounting purposes

Affiliates:

• View their own invoices in the affiliate panel
• Download PDF copies of their invoices
• Access complete payout history with associated documentation

PDF Invoice Generation

Post Affiliate Pro can convert invoice templates to professional PDF documents. These PDFs:

• Maintain consistent formatting across all devices
• Can be automatically attached to payout notification emails
• Are suitable for official accounting and tax records
• Include all template elements including logos and formatted tables

Email Notifications with Invoices

When affiliates receive payouts, they can be notified via email with:

Standard Payout Notification:

• Payment amount and currency
• Payout method details
• Commission list breakdown
• Optional PDF invoice attachment

VAT Payout Notification:

• All standard payout information
• VAT percentage applied
• Amount before and after VAT
• VAT portion breakdown
• Invoice number for tax records

Tax Compliance Features

Post Affiliate Pro helps you maintain tax compliance with several built-in features:

Audit Trail

All payout and invoice activities are logged, providing a complete audit trail for tax authorities. You can track:

• When invoices were generated
• Invoice numbers assigned
• Amounts paid including VAT breakdowns
• Recipients and payout methods used

Consistent Numbering

Invoice numbers are managed centrally to prevent duplicates and ensure sequential ordering. If a payout is deleted, the system handles invoice number management appropriately.

Multiple Currency Support

VAT calculations work seamlessly with multiple currencies , applying the correct VAT percentage regardless of the payment currency.

Integration with Mass Payments

The VAT and invoicing features integrate fully with mass payments , allowing you to process bulk payouts while maintaining individual invoices for each affiliate.

Setting Up VAT and Invoicing

To configure VAT and invoicing for your affiliate program:

1. Enable VAT Support - Navigate to Configuration and enable VAT handling
2. Set Default VAT Percentage - Enter your standard VAT rate
3. Choose Computation Method - Select whether to add VAT to or deduct from commissions
4. Enable Invoice Generation - Turn on automatic invoice creation
5. Configure Invoice Settings - Set prefix, number format, and starting number
6. Customize Templates - Design your invoice templates for both VAT and non-VAT scenarios
7. Configure Affiliate Profiles - Enable VAT for applicable affiliates and enter their tax information

With these settings in place, your affiliate program will automatically handle VAT calculations and invoice generation for every payout.