Issue documents on behalf of another company

Sometimes you don't issue documents in your own name but on behalf of another company — for example, when you run events for another business as an agency or caterer and the end customer should receive the quote and invoice from that business. For this you set up the other company once as a sender and then choose it on each document. This article shows you how and what is different.

Requirements

• The feature is part of the Scale plan (Enterprise included). In the other plans the section does not appear.
• On Scale you can add up to two further companies.
• The country of the further company must match the country of your workspace.
• The further company uses layouts of the new template engine. Word layouts can't be selected for it.

Set up another company

1. Open Settings > Company details and scroll to the Additional companies section.
2. Click Add company and fill in the tabs:
   • Company details: name, address, tax number and VAT ID of the further company. They appear in the letterhead and in the e-invoice.
   • Bank: the bank details of the further company.
   • Logo & signature: logo, signature and the reply address for emails about its documents.
   • Number ranges: format and start number for each document type. A preview shows you the next number. Without a number range, this document type can't be issued for the further company. If a format is the same as the number range of your own default sender, Univents points this out — check whether that is intended.
   • Layouts: the default layout for each document type.
3. Save. The further company is now available on every new document.

You don't delete a further company, you archive it. Documents already issued keep their sender. An archived company is no longer available for new documents.

Create a document on behalf of the further company

1. Create a document in the event as usual, for example a quote.
2. In the dialog the Sender field appears as soon as at least one further company exists. The default is your own default sender — choose the further company.
3. The document gets its number from the further company's number range and uses its default layout.

Once the document has a number, the sender is fixed and can't be changed. Follow-up documents take it over automatically: an invoice created from the quote, a cancellation credit note, a new version and the order confirmation. In the document card you see a badge with the name of the further company.

What is different for these documents

How the customer sees you

• PDF, e-invoice (XRechnung and ZUGFeRD), verification page and emails carry only the data of the further company. Your own company details don't appear there.
• Emails about these documents are sent with the further company's name as the sender, and replies go to its reply address. They contain no customer portal link, and the PDF is always attached.
• Sending through your own mailbox (Send by email) isn't possible for these documents.
• The manual payment reminder also carries the data of the further company.

Payment and portal

• There is no online payment for these documents.
• They don't appear in the customer portal.
• No automatic payment reminders are sent for them.

Accounting and figures

These documents don't belong in your accounting or in your figures:

• They are not transferred to accounting, not included in the DATEV or BMD export and not in the automatic monthly export.
• Bank reconciliation doesn't assign payments to them.
• They don't count in revenue, reports, dashboard tiles or the event's finances. There you see them separately as on behalf of ….
• Overdue invoices of the further company still appear in your to-do list so you can chase them.
• The automatic invoice skips events that contain such documents.
• Billing by consumption only picks up delivery notes from the same company: an invoice of the additional company only receives its own delivery notes, and your own invoice only receives yours.

Billing the further company, for example commission

When you bill your own service to the further company, this happens in the same event — don't duplicate it:

1. Create a second invoice. The sender stays your own workspace, and as recipient you choose the further company as a contact.
2. Use Adopt positions to take over the items from the further company's invoice.
3. Remove what doesn't come from you, for example venue rental.
4. Reflect your commission — either as a percentage discount on individual items or as an item with a negative price.

This invoice comes from your normal number range, goes into your accounting and counts in your revenue.

Notes

• Automatic emails about the event — such as thank-you and reminder emails — as well as the emails Change request accepted and Document shared continue to go out in your workspace's name. Turn them off for events of the further company if needed.
• Online payment and the customer portal don't exist for the further company's documents. To start, you export the PDF and send it yourself, or let Univents send the email.

Frequently asked questions

Why don't I see the Sender field? The field only appears if at least one active further company exists. Also check that your plan includes Scale.

Can I change the sender afterwards? Only as long as the document has no number yet. After that it is fixed. If needed, create a new document with the right sender.

How many further companies can I add? Two on Scale. More are available on request with Enterprise.