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How to Add a Client’s VAT Number To Invoices

If you have clients based in Europe, you’ll likely need to add their company’s VAT number to the invoices you send them. Luckily, AccessAlly’s built-in email invoices let you do that with just a few set up steps.

1. Set Up a VAT Custom Field

The first step is to set up a Custom Field in your CRM to store your clients’ VAT number. You can see the tutorials for setting up custom fields here.

2. Add the Editable Field to a Profile Page or Order Form

Next, you’ll want to add the custom field to either:

  1. Your order forms, on purchase
  2. An update profile page
  3. Or both

You can add the field on order forms by following this more in-depth tutorial.

Select the “User Input” type of block to add to your order forms, like this:

Screenshot of Adding User Input in Order Form Prompt

Now choose “Save to Custom Field” and choose the custom field for your VAT number that you created in the previous step.

Screenshot of Saving to Custom Field

You’ll end up with an order form similar to this, where people can optionally enter their VAT number.

Screenshot of Order Form with VAT

You can also add the custom field to be edited to a profile page, using the Profiles in the User Directory (don’t worry, you won’t display this anywhere else publicly).

To add this to a profile page, you’ll first create or update a profile under User Directory -> Profiles. If you’re only wanting to display VAT, then remove all of the existing items from the profile. Then create a new item, and choose Custom Field in CRM as the type. Name it and select the custom field you created to save the data there.

Screenshot of Directory Profile With VAT

Now to display the editable VAT field on the front end, you’ll use the shortcode to display the profile you created like this:

Screenshot of Shortcode generator

You’ll end up with a shortcode like this:

[accessally_user_profile profile_id=’4’]

Your Profile ID will change based on the profile you just created. On the front end your clients will see an editable VAT area like this:

Screenshot of editable VAT number

3. Insert the VAT field into the Invoice Template

Now navigate to the Emails area in AccessAlly, and select Invoices. In an existing or a new Text block, you’ll be able to add your new custom field so it shows up like this.

Screenshot of AccessAlly invoice code

Choose the “Personalize” button to insert the Custom Field into your invoice template.

Screenshot of Text Area with Personalize Button

Now select the Custom Field you’ve been creating and editing.

Screenshot of Add Custom Field for VAT

You can change how it appears by adding text in front of it or after it. Make sure to test your VAT number to make sure it’s pulling and inserting it properly!

Updated on August 21, 2020

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