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Invoicing

This page explains how to configure your studio's invoicing details and generate an invoice PDF for a payment or a product sale.

Navigation label — Invoices: EN: Invoices · IT: Fatture · FR: Factures · DE: Rechnungen · ES: Facturas · PT: Faturas · NL: Facturen

Before you start — what this feature is and isn't​

Only studio managers can access Invoices in the left sidebar. This feature has no client-facing surface.

Agon's invoicing is a document generator, not an automated compliance service. Read this before you rely on it:

  • Tax rates are always entered by you — either typed in per invoice, or (for EU studios only) taken from a studio-wide default VAT rate you set once in Settings. Agon does not look up VAT or sales-tax rates automatically. It has no connection to any tax-rate database, and US sales tax in particular varies by state and locality in ways Agon does not attempt to model.
  • There is no e-invoicing network submission. Invoices are never transmitted to a tax authority's own system — for example, an Italian studio's invoices are not sent to the Sistema di Interscambio (SDI), and no EU VAT number is validated against VIES. Agon produces a document, not a filing.
  • This is not legal or tax advice. Confirm with your own accountant or tax advisor that the rates you enter and the invoices Agon produces satisfy your actual local obligations.

Every generated PDF carries this disclaimer visibly, so anyone reading the invoice sees the same limitation.

Overview​

An invoice can be generated from any completed membership payment or any recorded product sale (including anonymous walk-in sales — see POS / Retail). Only one invoice can ever exist per payment or per sale; generating a second for the same source is rejected.

Which fields appear on the invoice depends on your studio's country, set once in Settings:

  • EU countries get a VAT invoice — seller and buyer VAT numbers (when the client has one on file), a line-item breakdown, VAT rate, VAT amount, subtotal, and total.
  • The United States gets a sales-tax invoice — a sales-tax rate and amount instead of VAT fields (no VAT-number fields, since they don't apply). There's no studio-wide default for US sales tax — you enter a rate on every invoice.
  • Any other country gets a plain generic invoice — seller/buyer info, line items, subtotal and total, with no tax breakdown claimed to be compliant for that jurisdiction.

Each invoice snapshots which template applied and the seller/buyer details at the moment it was generated, so changing your studio's country later never rewrites a past invoice.

Configuring your studio's invoicing details​

  1. Go to Settings in the left sidebar.
  2. Find the Invoicing section.
  3. Set:
    • Country — this decides which invoice template Agon uses (EU VAT, US sales tax, or generic).
    • Tax ID / VAT Number — your studio's own tax identifier, printed on every invoice.
    • Default VAT Rate (%) — only used for EU studios. Applied automatically to new invoices when you don't enter a rate manually. Leave it blank to always enter a rate by hand.
  4. Save your changes.

For clients who need their own VAT number or tax ID on an invoice (for example, a company booking a corporate package), record a billing name, billing address, and tax ID on that client's profile — when set, these appear on any invoice generated for that client instead of their ordinary profile name and address.

Generating an invoice​

  1. Go to Invoices in the left sidebar.
  2. Click Generate Invoice.
  3. Choose the source tab: From a Payment or From a Product Sale.
  4. Search for and select a Client — or, on the Product Sale tab, click Browse walk-in sales instead to find an anonymous sale with no client attached.
  5. Select the specific payment or sale to invoice from the list.
  6. If a Tax Rate field appears (EU or US studios only), enter a rate, or leave it blank to use your studio's default VAT rate if one is configured.
  7. Click Generate.

The new invoice appears in the list with its invoice number, client (or "Walk-in"), source type, jurisdiction, total, and date. Invoice numbers are sequential per studio and never skip a number.

Downloading the PDF​

  1. Find the invoice in the list.
  2. Click Download PDF.

The PDF downloads to your computer, including the scope-limitation disclaimer described above.

What if something goes wrong?​

The source I want to invoice isn't showing up INVOICE_SOURCE_NOT_FOUND — only a completed payment or a recorded product sale can be invoiced. Check that the payment has actually completed, or that the sale was recorded correctly.

Agon won't let me generate a second invoice for the same payment or sale INVOICE_ALREADY_EXISTS — Agon only ever creates one invoice per payment or per sale, to prevent accidental duplicate invoice numbers for the same transaction. Find the existing invoice in the list and download it again instead.

Agon says a tax rate is required INVOICE_TAX_RATE_REQUIRED — this happens for EU or US jurisdictions when no rate was entered and, for EU studios, no default VAT rate is configured in Settings. Enter a rate on the invoice, or set a default VAT rate in Settings so future EU invoices don't need one every time.

I can't download an invoice's PDF INVOICE_PDF_NOT_FOUND — no PDF file is on record for this invoice. Try generating the invoice again from the same source; if the problem persists, contact support.