Issue eBill invoices from Clubdesk via Dibito

Send your invoices from Clubdesk as eBill invoices today. Dibito supports you with this.

Prerequisites

• You use at least Clubdesk S (Clubdesk Free is not sufficient).
• You use the QR-bill/QR-payment part for your invoices.
• You have successfully verified your organization as a biller with Dibito.

One-time set-up

To create eBill invoices from Clubdesk, you must first add an eBill identification to the corresponding contacts with an additional field and insert this on the invoice document. Dibito then takes over the further processing and delivery of the invoice as eBill.

Add additional field eBillRecipientId to your Clubdesk contacts

Log in to your Clubdesk account and go to the settings:

Navigate to "Additional contact fields" and add a new additional field with the following settings:

• Field name: eBillRecipientId
• Field type: Text

Add eBill identification to your Clubdesk contacts

Now go to a contact to whom you would like to send an eBill invoice. Enter the eBill identification of the contact in the "eBillRecipientId" field and save the contact.

How do I find the eBill identification of my contacts?

For private individuals, the eBill identification is the e-mail address. Please note that each private individual can only enter one e-mail address in the eBill portal. This e-mail address may not correspond to the contact's primary e-mail address.

For companies, it is the company identification number (UID). You can find the UID of every Swiss company in the federal UID register. (Example: CHE-428.851.403).

You can find out whether you can send an eBill invoice to a person or a company in the Dibito interface under the "Recipient" menu item. There you will also find the 17-digit recipient ID from the eBill portal. This remains constant, even if, for example, a private individual changes their e-mail address.

You can show the new "eBillRecipientId" column in the contact list by clicking the triangle symbol on any column name, selecting the "Columns" menu item and then ticking the desired column:

Insert eBill identification on invoice document

To do this, go to the Finance module. There, click on "Settings" and select the option "Manage invoice layouts":

Edit or copy the invoice layout you are using (with QR-bill). In this example, we are editing the existing "Invoice layout" layout:

Now insert the text eBillRecipientID:"eBillRecipientId" on. The 1st part "eBillRecipientID:" is a fixed text (prefix). This is followed by a Placeholder for the additional field eBillRecipientId. To do this, select "Insert", "Insert placeholder" and then "eBillRecipientId".

Notes on formatting

• The new text "ebillRecipientId:..." can be placed anywhere on the page.
• The text together with the variable must be separated by a colon and must not contain any spaces.
• Capitalization is ignored.

Save the invoice layout.

Submit invoices

Generating invoices in Clubdesk

Now create your invoice and select at least one eBill contact from Clubdesk. When the invoice is complete, click on "Convert to individual invoices".

In the list of invoices, you can display the "eBillRecipientId" column in the same way as the list of contacts. You can now sort by this column and thus filter all invoices for which the invoice recipient would like to receive the invoice via eBill. Select the invoices individually that you would like to send via eBill and click on "Send invoice". Individual selection is currently still necessary, as Clubdesk merges all invoices into one PDF.

Select the "Send as letter" option, as the invoice will then be provided as a PDF download.

The eBill recipient should now be printed in the generated invoice PDF.

Submitting eBill invoices with Dibito