When a business customer's job is covered by an insurance company, the invoicing has to be handled in a particular way: the insurance company is invoiced without VAT for the job itself, while the customer is invoiced for the VAT only. Doing this by hand takes time, so we have built a button that makes the whole process simple.
Example of a VAT transfer
Here is an example of how the function works. In the order view you can see that the VAT from order A (IF Skadeforsikring NUF) has been transferred to order B (Birdai AS):
Assist does not show the individual order lines that will appear on the invoice, but it does show how they affect the total amount due. When we generate the invoices and export them to your accounting system, they will look like this:
Invoice to the insurance company:
Invoice to the customer:
What happens on the invoices?
The insurance company receives an invoice with no VAT for the claim settlement. For the VAT setup we use the product group you have selected for VAT transfer in the Assist settings.
The customer receives an invoice where we add all the order lines including VAT and then deduct the claim settlement itself (excluding VAT). This means the business customer pays the VAT only.
How to use VAT transfer
To use the VAT transfer function, follow these steps:
Step 1 – Create two orders:
Create one order for the insurance company and one for the customer.
Step 2 – Add order lines:
Add all the order lines covered by the insurance to the insurance company's order.
Step 3 – Press the + Transfer VAT button:
On the insurance company's order, press + Transfer VAT.
Image: two orders, but order lines only in Order A
Step 4 – Choose the order the VAT should be moved to:
Choose which order the VAT should be moved to. In this example we choose order B – Birdai AS.
Step 5 – Confirm the VAT transfer:
The VAT has now been transferred from order A to order B. You will see the change in the total amount.
Step 6 – Export the orders:
When you export orders A and B to your accounting system, the invoices will look like this:
Invoice to the insurance company – the invoice shows all the order lines without VAT.
Invoice to the customer – the invoice shows all the order lines from the claim settlement, with the settlement excluding VAT deducted
Invoice to the customer | Invoice to the insurance company |
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Frequently asked questions
What is VAT transfer, and why should I use it?
VAT transfer is a function that lets you invoice the insurance company for the claim settlement without VAT, while the customer is invoiced for the VAT only. It simplifies the process and automates what would otherwise be a manual job of splitting the invoices.
How do I know the VAT has been transferred correctly?
When you press the + Transfer VAT button and choose which order the VAT should be moved to, you will see the total on the insurance company's order adjust. When you export the orders, you will see that the VAT has been moved onto the customer's invoice.
What do I do if I need to change a VAT transfer?
If you have made a mistake, you can simply adjust the order, as long as it has not been closed. Once an order has been exported it is closed and can no longer be changed. To transfer the VAT again to the correct order, press the edit button next to "Transferred to order X" on the insurance order. The adjustments will then be reflected in the invoices that are generated.
Why can't I see the order lines on the invoice in Assist?
Assist does not display the order lines generated by the VAT transfer, only the effect the transfer has on the total amount due. When the invoices are exported to your accounting system, the order lines will appear correctly.
What do I do if the VAT transfer doesn't work as expected?
First check that the product group for VAT transfer is set up correctly in the Assist settings. If the problem persists, contact our support team at support@assist-it.no for further help.
How do I set up VAT transfer in Assist?
To use VAT transfer, you need to select a specific product group in the Assist settings. Make sure this is set up correctly before you start using the function. You will find it under "Settings" in Assist.
Can I use VAT transfer on several orders at once?
You can only transfer VAT between two orders at a time, and an order can either send or receive VAT, not both. If a job consists of several orders, you can carry out as many transfers as you like, as long as you add more orders to the job.