Invoicing and payments

Create an invoice

1. New invoice — usually started from the agreement, so the customer, vehicle and broker are filled in. Use the quick-charge buttons (Rental, Salik, Parking, Traffic fine…) or Add line.
2. Each line has a charge type, quantity, rate, VAT % and VAT type.
   • Above 0% — the line is standard-rated and the VAT type is locked.
   • At 0% — choose Zero-rated, Exempt or Out of scope. If you leave it empty, the default for that charge type applies. Traffic fines and deposits default to out of scope. Anything else at 0% with no VAT type appears on the VAT return under “review before filing”.
3. Date of supply (optional) — fill it in only when it differs from the invoice date. The form can suggest a date from what VROOM knows and explains why; click Use suggestion only after checking it. VROOM never fills the field by itself.
4. Save. The invoice posts to the ledger.
5. Print / Download PDF / Send (e-mail) / WhatsApp all produce the same A4 tax invoice with the same QR code.

Rates exclude VAT — the VAT % is applied on top. Don’t type VAT inside the rate.

Date of supply rules

• It cannot be after the invoice date.
• It cannot be before 1 January 2018.
• If it is more than 14 days before the invoice date, the form warns that the invoice is late but still saves the true date.
• If only part was paid in advance, only that part has the earlier date — ask your accountant.

It prints only when it differs from the invoice date. The VAT return still uses the invoice date; if the date of supply falls in a different VAT period, your accountant may need to make an adjustment.

The invoice QR code

Every invoice has its own permanent QR code. Scanning it opens a read-only page showing the invoice as first issued, then its status: credit notes, any later amendment, or cancellation.

The page never shows the customer’s phone, e-mail or address, bank details, the plate number, notes or payments, and shortens an individual’s name (for example “Ahmed H.”). Save the invoice completely before printing or sending it — later changes appear on the QR page as an amendment.

This is an application verification page, not government verification.

Record a payment

1. Choose the invoice to settle.
2. Enter the amount, payment method and bank account. The default bank is pre-filled.
3. Save the payment and attach its receipt through Documents.

A payment reduces the invoice balance. A security deposit stays separate.

Credit notes

Use a credit note to reverse all or part of an invoice. Each line keeps its own VAT type. Revenue and VAT reduce when the credit note is Applied.