VOILA in detail


How do the accountant and/or company receive the invoice?

The way the accountant and the company/SME receive the invoice depends on how each party is equipped to receive this truly digital UBL-Peppol invoice. 


Codabox preferably delivers the invoice in the software where the company and the accountant work together (collaboration tool of the online accounting software).

Another option is that the accounting office receives the documents from Codabox via daily delivery on their Server (SFTP) and then imports them into their local accounting software.      


The company also always receives the PDF version by email from invoices@codabox.com (unless you have indicated in MyCodabox that the company does not need to receive invoices via email). This means that they also receive the document and can make their payment. The email accompanying the invoice also informs the company that Codabox has already sent the same invoice to the accounting office, so there's no need to send it again.

If your client is registered on the Peppol network via Doccle, the delivery works differently. More info.


Why do clients need to validate their email address?
Invoices are above all an exchange between a supplier and a client. The VOILA service intercepts the invoice, so it is imperative for Codabox that the invoice also reaches your client so that they can take the necessary steps to pay it.

There are probably other ways to organise this among the many ways that accountants work with their clients, but email is a standard that allows Codabox to guarantee delivery to companies.

To make sure we send the invoice to the right person, we ask your client to verify his/her email address. After verification, your client will receive the invoices by email in PDF format.


Which emails will my client receive during the VOILA ordering process?

Your client will receive these emails during the registration process:

  1. Invitation email with a link to accept the service.
    ★ TIP: thanks to VOILA Boost this activation by your client is not required!
  2. If necessary, an email to verify the email address.
  3. Confirmation of the acceptance of the subscription.



Troubleshooting


Why doesn't registration on VOILA happen immediately and what could possibly go wrong?
Activating the VOILA service for a company is done in several steps that require validation.
Invoices are official documents so certain formalities (Companies Register (BCE/KBO) and Access Point verification) need to be completed, especially as we are completely changing delivery methods.
It is also essential for Codabox that the invoice reaches the addressee/company so that they can accept and pay it.

So what could go wrong?
  • Your client does not accept the service. Contact your client.
    ★ If you have a VOILA Boost contract, this activation by your client is not required.
  • Your client does not validate his/her email address. Contact your client.
  • Codabox cannot validate the BCE/KBO verification. If the name does not match, go to MyCodabox and change the name. We can then validate this new name.
  • The company is already connected to another Access Point. See below: Activation of VOILA has status 'Problem'.

Activation of VOILA has status 'Problem'

The VOILA activation status is 'Problem' in MyCodabox.

Why this state? 

→ The registration on PEPPOL failed. 

The company is already connected to another Access Point. If your client was already registered via another Access Point, the client will have to unsubscribe first. A company cannot be registered to receive invoices via multiple Access Points. Contact your client.

Via this website, you can check whether the company is already registered on another access point: Peppol Access Point check.

★  Hermes doesn't count as an access point. If the company is registered via Hermes, VOILA can be activated without a problem.


The link to activate the VOILA service doesn't work

You requested VOILA for your client, but the invitation link they received does not work (anymore).

The invitation link is valid for 14 days. After that, you can resend the invitation at any time:

  1. Go to MyCodabox > Mandates & Services > VOILA.

  2. Find the company with status 'Company Invitation Expired'.
  3. Click Resend Invitation in the column 'Actions' or use the button Resend all expired invitations in the top right corner.VOILA resend invitation to activate service
  4. Confirm in the next pop-up with the button Resend.


The link to verify the email address doesn't work

We asked your client to verify their email address, but your client has not done this on time.

You can resend the email with the verification link:

  1. Go to MyCodabox > Mandates & Services > VOILA.

  2. Find the company.
  3. Click Manage in the rightmost column.
  4. Under 'Settings', click Resend.
    VOILA resend invitation for email verification
  5. Confirm in the next pop-up with the button Resend email.


I have activated VOILA for my client. What document formats will I receive?
  • Invoices retrieved from Peppol will be in UBL format that can be imported in your software. The UBL can contain a PDF representation of the invoice.
  • Invoices retrieved from Zoomit are only available in PDF format.


My client no longer receives his purchase invoices by email

Your client uses the VOILA service, but does not receive his purchase invoices via email (anymore).

This can have several causes:

  • The email address of the client is incorrect, please check this via MyCodabox > Mandates & Services > VOILA.
  • The client has not yet confirmed his email address, please check this in MyCodabox.
  • The client's email address was changed.
    ➜ Your client will have to do the email verification again. We will send a few reminders for this. If they do not do this, the company will be unsubscribed from VOILA.
  • You have indicated in MyCodabox that the company doesn't need to receive invoices via email. You can undo this setting individually per company:
    1. Go to Mandates & Services > VOILA. 
    2. Find the company and click Manage at the right side of the list. 
    3. Click Edit next to the title 'Settings' and choose one of the 2 options to have the invoices delivered to the company via email (the contact email address listed in the tab 'Company', or enter a specific address). 
      VOILA settings for invoice delivery


What if the invoice is not correct?

What can you tell your client if they have questions about the contents of the invoice? 

→ Your client should contact his supplier directly.


My client has questions regarding the Zoomit notifications 

To deliver as many purchase invoices as possible to you and your client, Codabox also subscribes your client on the Zoomit network. 

This implies that the client receives his invoices in his banking application and a notification for each new invoice. 

This can only be stopped by cancelling the VOILA service.


Stop receiving Zoomit notifications after the VOILA service has been cancelled?

Your client asks why they still receive Zoomit notifications even after stopping the VOILA service.

→ Your client needs to login to his bank application to stop the zoomit service (more details see: Refuse senders)


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