Invoices, tax codes and accounting exports

This article covers invoices you issue to your clients, VAT/tax codes, and accounting exports. It's not about your clinic's own Tervita subscription - see Your Tervita subscription for that.

Prices already include VAT

When you set a service's price, the field is labelled Price with VAT (€) - you type the amount the client actually pays, and a read-only Without VAT (€) field next to it shows the pre-VAT figure once a tax code is set. Clients only ever see the VAT-included price when booking online.

Billing & Invoicing

Open Billing & Invoicing in the sidebar. It switches between two views:

Invoices - press Create Invoice to open a form. The Client (optional) field is exactly that - optional: to invoice someone who isn't a client, leave it empty and fill in the recipient's details below instead (their legal name is required; registration code, VAT ID and address are optional unless they're a business, see below). An invoice issued without a client never shows up on that person's client card, and it's left out of loyalty and per-client totals. Set an Issue Date, Due Date and Supply Date, then add lines with the Service or product picker - it lists your active services and sellable Inventory products in two groups; choosing one fills in the description, the customer's price (VAT included, exactly as at the till) and the line's tax code, or pick a custom item to type your own. Issuing an invoice never reduces stock - only a sale at the POS till does. Save it, and it gets a status: Draft, Pending, Paid, Overdue or Cancelled.
Receipts - a read-only list of receipts generated from till sales; there's no Create action here.

Some invoices show a Credit note label - these are correction documents issued against an earlier invoice; issued documents are never edited or deleted after the fact, only cancelled or corrected.

From an open invoice you can Mark as paid, Cancel invoice, Download PDF, Print, or download its UBL / Peppol XML for e-invoicing software - downloading that XML does not send it anywhere by itself, you still need an accounting integration or a certified Access Point to deliver it. From the list you can also filter by date and status and Export CSV, including in bulk for a selection of invoices.

Invoicing a business

Fill in a registration code or a VAT ID for the recipient, and the address field becomes required and relabels to Registered Address, with a Country dropdown appearing next to it, prefilled with your own clinic's country. Estonian law requires an address and a country on a company invoice, and Tervita's database refuses to issue one without them.

When issuing or sending fails

Tervita says exactly why, so you know what to fix:

Missing company details - your own clinic's legal name, address or country isn't set: fill it in under Settings → Company details.
Missing recipient name - enter the recipient's legal name on the invoice.
Business recipient without an address or country - a registration code or VAT ID means the invoice also needs the recipient's address and country.
Missing supply date - add the date the service was actually provided.
Location without a legal entity or numbering - the invoice's location has no legal entity or invoice numbering set up; check it in your location settings.
An invalid line or tax rate - one line has an invalid amount or a tax rate that belongs to another legal entity; choose the tax rate again, save and issue.
Invoice changed in another tab - it was issued or cancelled elsewhere; refresh the page and try again.
Sending an email can also fail on its own: email delivery turned off (turn it on under Communications → Delivery), the hourly or daily email limit reached, PDF generation failed, a demo account, sending paused for your account, the email service unavailable, the mail server rejecting the address, or no permission to send invoices.

If the invoice was issued but its email failed, Tervita's message says so - pressing Send again in that case only retries the email, it does not re-issue the invoice.

Tax codes and country defaults

Open Taxes in the sidebar (its page is titled Accounting). A banner reminds you that Tervita doesn't determine VAT or replace your statutory bookkeeping or invoicing system - that stays with your accountant and your external accounting/fiscal system; Review country profile links to where your clinic's country and legal details live, under Company details in Settings.

Tax setup for your country proposes the standard VAT rate for your country in one click - it creates the standard tax codes and sets them as default; you can still fine-tune everything afterwards.
If any services, products or stock items still carry a legacy or unset VAT classification, a Positions without a real tax code panel lists how many, and Assign to all applies one tax code you pick to every one of them at once.
Further down, each tax code appears as a card with its rate, category (Standard, Reduced, Zero-rated, Exempt, Outside scope, Reverse charge, and more) and jurisdiction. Add tax code creates a new one with a code, display name, rate, an optional legal-entity scope, jurisdiction, validity dates and, for exemptions, a reason and legal reference. Retire stops a code from being offered going forward without touching invoices already issued with it - once issued, a document's tax figures are frozen and unaffected by later changes to the code.

Accounting register and VAT summary

On the Reports page, staff with the extra financial permission see an Accounting register & VAT summary panel: gross/net/VAT totals and a per-tax-code VAT breakdown for issued documents in the selected period, plus a Document number series health check for receipts, invoices, credit notes and correction receipts. Document register CSV exports every document; VAT summary CSV exports the VAT breakdown, and is blocked until any flagged tax classifications are resolved.

Good to know

This is an operational register, not a filed tax declaration - always verify tax classifications with your accountant before filing.
Only some roles can manage tax codes or export financial data; others see the same screens read-only or not at all.