Invoices & Receipts

All invoices are available at /billing → Billing History. Click Download PDF next to any payment. The PDF includes:

• AskBiz company details (registered in England & Wales)
• Your company name and billing address
• VAT number (if you've provided one)
• Itemised charges with description
• UK VAT (20%) shown separately as a line item
• Unique invoice reference number
• Payment method (last 4 digits of card or PayPal email)

Invoices are generated automatically within 60 seconds of a successful payment. If a payment fails and later succeeds on retry, the invoice date reflects the successful payment date.

If you're VAT-registered, add your VAT number to /billing → Billing Details. This affects your invoices in two important ways depending on where your business is registered:

UK businesses: Adding your VAT number prints it on invoices for your records, but standard UK VAT (20%) still applies. You reclaim this through your normal VAT return as input tax.

EU businesses (post-Brexit): AskBiz is a UK-registered supplier. For B2B EU customers with a valid EU VAT number, the reverse charge mechanism applies — AskBiz charges 0% VAT and you self-account for VAT in your own country. Your VAT number must be valid in the EU VAT Information Exchange System (VIES) for this to apply.

Non-VAT registered businesses: No VAT number is needed. Standard pricing applies inclusive of 20% UK VAT, which is a non-reclaimable cost for your business.

Annual plan invoices are issued as a single annual invoice at the time of payment covering the full 12-month period. This is the most common format for software subscriptions and is accepted by HMRC and most accountants.

If your accounting software requires monthly invoices for reconciliation (common with Xero and QuickBooks auto-categorisation), contact hello@askbiz.co and we'll issue a supplementary monthly schedule — a document that breaks the annual invoice into 12 equal monthly amounts. This is a supporting document, not a replacement invoice.

For most SME accounting setups, AskBiz is categorised as a software subscription expense under overheads. Here's how to handle it in common platforms:

QuickBooks Online: Create a recurring transaction with category 'Software & Technology'. Upload the PDF to the transaction for audit trail.

Xero: Use the 'Software' expense account (code 404 in the standard UK chart of accounts). Set up a repeating bill so it auto-matches each month.

FreeAgent: Categorise under 'Software Subscriptions' within 'General IT & Comms'. FreeAgent will automatically calculate the allowable business expense.

Sage: Use nominal code 7504 (Software Licences) or your equivalent. Attach the PDF invoice to the transaction.

In all cases, if you're VAT-registered, enter the VAT amount separately so it flows correctly to your VAT return.

You can update the following billing details at any time from /billing → Billing Details:

• Company name — printed on future invoices (historical invoices are not amended)
• Billing address — required for VAT purposes; use your registered business address
• VAT number — adding or removing affects future invoices immediately
• Billing email — the address where invoice notification emails are sent (separate from your login email)
• Payment method — update your card or switch to PayPal

Note: Changing your billing country may affect your VAT treatment. If you relocate your business, contact hello@askbiz.co before updating.

If you have a finance team or bookkeeper managing your expenses, here's what they need to know:

• Direct billing access: You can add a secondary billing email in /billing → Billing Details → Invoice Email. Invoices are then CC'd to your finance team automatically — they don't need access to your AskBiz account.
• Invoice forwarding: All invoice emails contain a direct download link. The link is valid for 12 months and doesn't require AskBiz login to use — safe to forward.
• PO numbers: If your company requires a purchase order number on invoices, add it to /billing → Billing Details → PO Number. It will appear on all future invoices.
• Credit card statements: AskBiz charges appear as ASKBIZ.CO or STRIPE on card statements depending on your card issuer. If your bookkeeper can't match a charge, cross-reference the date with /billing → Billing History.