Do I have to send invoices, and will systeme.io do it for me?

Do I have to send them?

That depends on where you are registered, where your buyer is, and whether the buyer is a business or a person. It is not a systeme.io question, and its documentation does not answer it.

What the platform does show is that the question is taken seriously. The transaction filters include the customer's country and their customer type, company or individual, and the documentation says outright that these exist for accounting and regional business-to-business e-invoicing rules such as Peppol.

The rules themselves belong to your tax authority or an accountant in your country. This page is not legal or tax advice.

What systeme.io produces on its own

One invoice per transaction, generated by systeme.io rather than written by you. They collect under Sales, then Transactions, alongside every sale, and each one can be sent, exported or filtered from there.

A refund produces one too. Refunding a customer generates an invoice showing a negative amount, which can be sent to them as proof the refund happened.

Sending one to a customer

Open Sales, then Transactions. Filter by the customer's email address, find the transaction, click the three dots and choose Send invoice to customer.

There is no bulk send. Several invoices to the same customer go out one at a time, or as an export you email over yourself.

Getting a lot of them out at once

Select the transactions on the same screen, or select them all, then pick an export.

• Export to PDF builds the invoice documents and emails a download link to the address on your systeme.io account. The download is an archive, so you need something on your machine that opens one.
• Export to CSV asks which columns to include and which delimiter to use, then emails a link the same way.

Filter first if you only want a period. The date filters are on the same page.

The PayPal trap

On a payment plan or a subscription paid through PayPal, systeme.io needs PayPal's notification to process the payment and generate the invoice. If those notifications are not configured, or PayPal fails to send one, the transaction and its invoice never appear.

Single payments are safe: they display without the notification. Resending the messages by hand from inside PayPal generates the missing transaction and invoice.

Where VAT on them comes from

The switch is account-wide. Under Settings, then Payment settings, a tick box reads Don't charge VAT to customers on payment pages. Clearing it turns VAT on everywhere, and an individual funnel can then be excepted in its own funnel settings.

Leave VAT off globally and the exception cannot be made. systeme.io locks the per-funnel option in that direction, so a business that needs VAT on some offers and not others has to enable it globally first, then switch it off funnel by funnel.

For information products and services, the rate applied is the one for the buyer's country of residence, added on top of a price you enter excluding VAT. For physical products, you set the rate yourself on the product.

The field that silently zeroes it

The VAT rate is worked out from where the buyer is. If the Country field is not on your order form, systeme.io cannot tell, and the rate applied is 0%.

Your own systeme.io invoices

Different thing, same word. Invoices for your own paid subscription are not emailed to you unless you ask. Under Settings, then Notifications, the My subscription invoices section has a tick box per subscription plan.

systeme.io's wording is that invoices go by default to the customer's company rather than to individual customers, which is why the box exists.