Options available per company


Different email address for the delivery of purchase invoices to the company
To change the email address, used by Codabox to send the purchase invoices to your client: 
  1. Go to MyCodabox > Mandates & Services > VOILA.
  2.  Find the company and click Manage on the right side of the list.
  3. Click Edit next to the title 'Settings'. 

  4. Select an option: delivery to the address that is already configured in the company details or via a specific address for VOILA. Enter the new email address if necessary.
    (or see below: 'No delivery of invoices by email to the company')

  5. Click Save Changes.VOILA email settings


A specific email address?
We see that some companies sometimes have processes where invoices are followed up by people other than the signatories. In this case, it is sometimes convenient to have the invoices delivered to another mailbox.
The email address registered for the company is the address we use to contact the representative of this company. The VOILA email address is then possibly the alternative address where we deliver the invoices. If this 2nd one is not entered, then the contact email address is used. For both cases, the rule always applies: any new unknown email address within MyCodabox must be verified.
★ Note: Do not use the mailbox of your accounting application here! The email with the invoice should go to the company itself. The invoicing software gets the invoices through the “normal” Codabox way (FTP, API, EOL mailbox, depending on the software used).


No delivery of invoices by email to the company
You may choose not to have the invoices sent to the company via email, for example, because both the accountant and the company already see the invoices in the joint accounting software, and the email is not necessary for the company, or may be confusing.
  1. Go to MyCodabox > Mandates & Services > VOILA.
  2. Find the company and click Manage on the right side of the list.
  3. Click Edit next to the title 'Settings'.
  4. Select the option 'Do not deliver invoices by email to this company'.
  5. Confirm your choice in the pop-up: select 'I understand the consequences of this choice' and click Confirm.Confirm the setting: no email to company
Note: Inform your customer of this: the company will have to follow up on the invoices via the accounting software/client portal (e.g. Clearfacts) to pay them on time. 
Do you want to undo this setting? Then choose one of the 2 options above to do have the invoices delivered to the company via email.

Peppol-integration via Doccle
Since the end of 2024, every self-employed person and SME can register for free on Peppol via Doccle. Doccle has an integration with Peppol, just as VOILA has. The 'Doccle-Peppol integration' works perfectly in tandem with VOILA, which means that nobody has to spend time searching for incoming invoices.


What does the combination of Doccle and VOILA mean?

From now on, purchase invoices from suppliers sending through the Peppol network
will reach your client directly via Doccle. 

We (continue to) provide those same purchase invoices to you in your preferred software,
but we do not send them via e-mail (anymore) to your client, as that is now redundant.
The documents delivered via Zoomit are still sent to your client via e-mail.

Do you use a software in which you and your client work together?
Then your client can also find all the purchase invoices there
(and, if your client so wishes, you can disable delivery via e-mail).



Resend invitation to activate the VOILA service

Has your client not yet responded to Codabox's email requesting them to activate VOILA, or is the link they received no longer working? 

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.


Resend invitation for e-mail verification

Has your client not yet responded to Codabox's email requesting them to verify their email address, or is the link they received no longer working?

The verification of your client's e-mail address can be resent.

☆ Important: as long as your client's e-mail address is not 'Verified' in MyCodabox, we cannot send them the purchase invoices. So don't hesitate to use this function to speed up the verification process.

  1. Go to MyCodabox > Mandates & Services > VOILA. 
  2. Find the company and click Manage on the right side of the list.
  3. Under 'Settings', click Resend.VOILA - resend invitation to confirm email
  4. Confirm in the next pop-up with the button Resend email.


Add/remove Zoomit bank accounts
By activating a bank account for VOILA, the invoices available on this account via Zoomit, will be collected directly by Codabox. 
The bank accounts, for which we have an active mandate and which can be activated for Zoomit, are available in MyCodabox:
  1. Go to Mandates & Services > VOILA.
  2. Find the company and click Manage on the right side of the list.
  3. Scroll down to 'Zoomit'.
  4. Indicate your selection. Select Zoomit bank accounts


Stop the VOILA service for my client
The VOILA service can be stopped via MyCodabox > Follow our procedure



Options available for my Office


Delivery of purchase invoices in my accounting software

Purchase invoices are delivered via the delivery method of your choice.

Do you only want to receive purchase invoices in your software connected to the Codabox API (e.g. ClearFacts) and not in any other way / via another software? 

Activate the option available for each company individually:
  1. Go to MyCodabox > Mandates & Services > VOILA.
  2. Find the company and click Manage on the right side of the list.
  3. Click Edit next to the title 'Settings'.
  4. In 'Settings', turn on the switch under 'Delivery of invoices to accounting software'.
    This setting will prevent invoices being delivered twice to your accounting software.VOILA delivery only via API to accountant softwareNote: Before activating this option, please contact your software provider to check if this is possible in your package.


The different statuses of the VOILA service


In MyCodabox > Mandates & Services > VOILA, you can find the order status of all your companies for the VOILA service. This information is also available via the VOILA tab for each individual company.


STATUS OF VOILA DESCRIPTIONMORE INFO
Not OrderedYou have not ordered VOILA for this company.
Company InvitedVOILA has been ordered for this company. An email has been sent asking the responsible person of the company to accept the subscription to the service.

VOILA is ordered.

Codabox has sent an e-mail to the company via the contact e-mail address.

The invitation e-mail contains a link via which your client can confirm their company data and give their consent for the VOILA service.

If your client has not replied to the invitation after 7 days, we will send a reminder. The link expires after 14 days.

Company Invitation expiredThe responsible person of the company has not accepted the subscription to the service within the expected timeframe via the email that was sent.Your client has not replied to the invitation within the 14-day period. You can resend the invitation via MyCodabox > Mandates & services > VOILA.
Validation in ProgressConsent from the company has been registered. Codabox is verifying the enterprise number and the responsible person must verify their email address.

Without these two checks, VOILA cannot be activated for this company. This status is displayed:

  • As soon as your client has given their consent for the VOILA service.
  • If you have ordered VOILA for your client via the 'Boost' option (activation by your client is not required in this case).
Registration in ProgressThe company is being registered at the various purchase invoice networks.The BCE/KBO check is approved and your client's e-mail has been confirmed. The process continues with the registration of the company on the different channels (Zoomit and Peppol).
Problem

The registration at the different purchase invoice networks could not be completed due to an unexpected problem.

One of the steps of the activation process did not work properly.

Click here for more information.

ActiveThe company is fully registered on VOILA. The responsible person will receive their invoices at the specified email address once verified. You will receive the invoices via the daily delivery method.Your client receives an e-mail from Codabox to confirm the activation of the VOILA service.

Codabox has registered the company on all connected channels. Your client is ready to receive the first invoice via Codabox.

CancelledThe service was cancelled by request or the company's information could not be verified by Codabox.The VOILA service is deactivated and the company is unsubscribed on the different channels. The company will, from now on, receive their invoices directly from the senders, Codabox has no control over this.
3 possible reasons for this status:
  • The service was cancelled at the request of the accounting office because they no longer wish to receive purchase invoices for this company.
  • The service was cancelled at the request of the company because they stopped their VOILA mandate with Codabox.
  • The e-mail address of the company has changed and your client has not confirmed the verification e-mail from Codabox. As a result, Codabox can no longer deliver the invoices to the company. 


Filter clients by order status in the VOILA overview:

In MyCodabox > Mandates & Services > VOILA, you can apply a filter to display/sort your companies by VOILA Status:

VOILA filter on status

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