Billing details, VAT numbers and reverse charge EN

Where to add company details, and what a registry name mismatch means.

Your billing details are the name, company, address, Tax ID (VAT number) and PO number that go on your Rekorder invoices. They also decide whether VAT is added to your price. This article explains where to change them, how VAT numbers are checked, and what to do when the company name you typed doesn't match the official register.

Who can edit billing details

Only the workspace owner can see or change billing details. Admins and members can't. See Owner, admin and member: what each can do.
Billing details belong to a workspace, not to your account. Each Pro workspace has its own details.
You first enter these details at checkout when you upgrade. After that, you can edit them from the Billing page for as long as the workspace is on Pro.

Change your billing details

Open Billing for the workspace.
In the Billed to section, click Edit. The Billing details page opens and shows which workspace it applies to.
Fill in the required fields: Your name, Address line 1, Country, State / Region, City and Postal code. Company name and Address line 2 are optional.
To add a VAT number, click Add Tax ID and enter it in Tax ID / VAT number, for example DE123456789. When you leave the field, Rekorder checks the number (see below).
To add a purchase order number, click Add PO number and enter it.
Click Save.

If you add a Tax ID, you must also enter a company name. If you leave Company name empty and the register confirms your number, the registered name is filled in for you.

When changes take effect

Your saved details are used to price your next renewal and are printed on every invoice issued after that. Invoices that have already been issued keep the details they were issued with, and past charges are not recalculated. See Find and download your invoices.

If you change your details during a seat upgrade and the VAT rate changes as a result, Rekorder doesn't charge the old quote. You see Your billing details changed, and you need to start the seat change again from Users & Seats to get a new price. Nothing is charged until you do.

How VAT is decided

Whether VAT is added depends on your billing country and your VAT number:

Billing address outside the EU: No VAT is added. Anything you enter as a Tax ID, such as a US EIN, is printed on the invoice exactly as typed and isn't checked.
Billing address in the EU, with no valid VAT number: VAT is added to the price.
Valid EU VAT number from outside Romania: "Reverse charge" applies. This means Rekorder doesn't add VAT, and your business accounts for the VAT itself in its own country. The invoice is marked as reverse charge.
Romanian Tax ID: VAT is always added, even if the number is verified.

Reverse charge depends on the country of the VAT number, not the country in your address. For example, a company registered for VAT in Belgium can use a billing address in another EU country and still get reverse charge on its Belgian number.

How VAT numbers are checked

Rekorder checks EU VAT numbers against VIES, the European Commission's VAT number checking service. Romanian Tax IDs are checked with the Romanian tax authority (ANAF) instead. The check runs when you leave the field. Verifying… appears while it runs.

VAT ID verified (or Tax ID verified for Romanian numbers): the register confirmed the number. Rekorder may tidy up the number for you, for example by removing spaces or dashes or adding the missing country prefix.
This Tax ID could not be verified. Tax will be collected, but this ID will still be mentioned on the invoice. The number isn't in the right format, the register says it isn't valid, or the register couldn't be reached. You can still save, but VAT is added and the number is printed on the invoice. Check for typos before you save.
This Romanian Tax ID could not be verified. Please correct it. Romanian Tax IDs must be confirmed before you can save. Correct the number and try again.

If the register doesn't answer in time, the number keeps reverse charge for now. Rekorder checks it again later without you having to do anything.

"Company name mismatch"

This prompt appears when the register confirms your VAT number, but the company name you entered is different from the name registered for that number. It shows both names side by side, under You entered and VIES registry.

Use registry replaces your text with the registered name. Choose this if you aren't sure. It makes the invoice match your official registration.
Use mine keeps what you typed, for example a shorter trading name. This is allowed. The mismatch doesn't block saving and doesn't change whether VAT is added.

Small differences in capitalisation, punctuation or spacing (such as "S.R.L." and "SRL") don't trigger this prompt. It only appears when the names are actually different.

"VAT country confirmation"

If your VAT number is registered in a different EU country from your billing address, Rekorder asks whether the number belongs to the part of your business that is buying the subscription.

Click Confirm if it does. You can then save.
Click Cancel to remove the Tax ID from the form.

PO numbers

The PO number you save on the Billing details page becomes the workspace default. It is printed on every invoice from then on. When you add seats in the middle of a billing cycle, the payment page has its own PO number field. A number you enter there is printed on that invoice only, and your workspace default doesn't change. See Add seats now, and what proration costs.

What appears on the invoice

If you enter a company name, the invoice is made out to the company, with your name as the contact person. Without a company name, it's made out to you.
Your address, Tax ID and PO number are printed as saved.

Troubleshooting

You can't find Billing or the Edit link: You're probably not the workspace owner, or the workspace isn't on Pro.
"These details could not be saved." Try again after a moment. If a field is highlighted, fix it first.
Save does nothing: A required field is empty, or you entered a Tax ID without a company name. Look for the highlighted field.
You expected reverse charge but VAT was added: Check that the billing country is in the EU, the number was typed correctly and was verified, and it isn't a Romanian Tax ID. Fixing your details only affects future charges, not invoices already issued.