Update your billing details (address, company, VAT number)

The name, address, country and VAT number on your Upkyo invoices come straight from your client account details. If your business moves, changes its legal name or obtains an intra-community VAT number, update this information before your next order or renewal. This guide is for individuals and businesses alike who want accurate invoices for their accounting.

Before you start

• Log in to your client area on upkyo.com, see Discover your client area.
• Have your full address at hand and, if you are a business in the European Union, your intra-community VAT number.
• If someone else manages your account, check that they have the required permissions, see Give another person access to your account.

How to update your billing details, step by step

1. Log in to your Upkyo client area.
2. Open My account, then My details.
3. Check the account holder's First Name and Last Name.
4. Enter or correct the Company Name if you are billed as a company.
5. Update Address 1, Address 2 if needed, City, Zip Code and Country.
6. Enter your VAT number in the field provided, starting with the country code (for example DE, IE or NL).
7. If you wish, choose a Default Billing Contact.
8. Click Save Changes. A message confirms that your changes were saved.

Why do the country and VAT number matter so much?

Upkyo prices are shown excluding tax, and VAT is calculated based on your country and status. A wrong country or a missing VAT number can therefore change the amount on your invoices. A business in the European Union with a valid VAT number, checked against the European VIES register, receives an invoice excluding tax under the reverse charge. All the details are in Prices excluding tax and VAT.

You are responsible for the accuracy of your address, country and status. If incorrect information means tax was not collected, Upkyo may claim it from you, as set out in the billing policy.

How do I correct an invoice that has already been issued?

Invoices are issued to the name and address on your account when they are created. Changing your account does not change past invoices. To correct one:

1. First update your details, as above.
2. Open a ticket from /submitticket.php, quoting the invoice number and the correction you need.

Make the request within a reasonable time. Note that a VAT number provided afterwards does not retroactively change an invoice already issued, unless the law requires it.

Send invoices to your accountant or a colleague

You can add contacts to your account from the contacts section of My account. A contact can be chosen as the Default Billing Contact in My details. When the Email Preferences section is shown, you can tick Invoice Emails (new invoices, reminders and overdue notices) for that contact.

This is handy if your accounts team should receive invoices directly without having access to your whole account. If that person also needs to log in and pay, give them user access instead, see Give another person access to your account.

What if a field is greyed out?

Some fields may be locked and cannot be changed online, for example for security reasons. In that case, open a ticket explaining the change you need. Upkyo may ask for supporting documents, in particular to confirm your identity, address or account ownership.

What about the account email address?

Your account Email Address is on the same page. That is where you receive your invoices, renewal reminders and overdue notices. An outdated address does not exempt you from paying: keep it up to date and check that our messages are not landing in your spam folder.

Frequently asked questions

How do I change my billing address at Upkyo?

Open My account, then My details. Change the address, city, zip code and country, then click Save Changes. The new address appears on your future invoices.

How do I get my company name on my invoices?

Enter the Company Name in My details and save. Invoices created afterwards are issued in the company's name. For an invoice already issued, open a ticket.

Where do I enter my EU VAT number?

In My account, My details, in the VAT number field. Enter it before ordering: VAT is calculated when the invoice is created and is not corrected retroactively.

Can I change an invoice that has already been paid?

An invoice already issued does not change when you update your account. For a wrong name or address, open a ticket quoting the invoice number.

Can my accountant receive my invoices directly?

Yes. Add them as a contact from My account, then choose them as the Default Billing Contact or tick Invoice Emails for them if the option is shown.