Fiscal data verification

Fiscal data isn't needed to sign up: the account is created without it. It's needed afterwards, for two very concrete things — being invoiced on a paid plan and appearing on the public map of CrankPal workshops.

Verification is automatic: we check that the VAT number exists and is active. It usually takes minutes, and you don't have to send us any documents.

Why we ask for it#

Your subscription fee is an invoice we issue to you. Without a verified VAT number and an e-invoicing address we can't issue it, so we can't take payment either: at the end of the free period, a paid plan with incomplete fiscal data goes back to Free — no data is lost — and restarts as soon as the details are in order.

The second reason is the map: only workshops with verified fiscal data appear in the public locator, where cyclists look for a workshop nearby. It's a filter for seriousness, and no fiscal detail is shown on the public listing.

Where to fill it in#

Go to Settings›Workshop, to the fiscal data card. The section needs the manage_workshop permission, and saving is reserved to the workshop administrator.

There are two kinds of field.

Identification and delivery address

• VAT number — required for verification.
• Recipient code (SDI), seven characters, or a certified email address (PEC). At least one of the two is needed: that's where we deliver your subscription invoice. If you enter neither, the save is rejected.

Billing details — company name, address, city, postcode, tax code, REA office (chamber of commerce) and REA number. These are the details that end up on your subscription invoice, and they can differ from the shop address: if your registered office is at your accountant's, that's what goes here.

Prefill from the company register#

Next to the VAT number there's a Search the company register button. It lights up once the VAT number you've typed is formally valid, and looks your company up in the official register.

1. Type the VAT number and press Search

   The search only runs when you press it: we don't query anything behind your back.

2. Check what we found

   A window opens with the details from the register. Nothing is written anywhere until you confirm.

3. Confirm and save

   The billing fields — and, where present, the certified email address and recipient code — fill themselves in. Read them over: the register can be older than reality. Then save.

If the search finds nothing, that isn't a bad sign: it happens, for instance, to professionals not entered in the company register. You fill the fields in by hand, save, and verification goes through a manual check.

The verification statuses#

The status is shown at the top of the fiscal data card.

When verification succeeds you get a confirmation email. If it fails, the email says so and the card offers you a document upload.

What verification unlocks#

• Subscription invoicing, and therefore the ability to stay on a paid plan beyond the free period.
• Presence on the public map of workshops, which also needs an address we can place on the map, in your workshop profile.

A service being temporarily unreachable doesn't count against you: if the check fails because of a network problem, we retry on our own and the status stays «verifying».

Prices for customers with a VAT number#

The same tab has the Prices for customers with a VAT number choice: VAT included, as it has always been, or VAT excluded, the way businesses usually work with each other. With VAT excluded, new quotes and orders for customers who have a VAT number start with the lines at the taxable amount and VAT added on top; the total to pay is still the one including VAT. Private customers always get prices including VAT, whatever you choose here.

It's only the starting point: each quote can be changed while it's a draft, each order until no figure has reached the customer. See Quotes and Work orders.

If the workshop doesn't charge VAT, under the Italian flat-rate scheme or a small business scheme (see below), the choice doesn't appear. And switching to a scheme without VAT can't be saved while quotes or orders with prices excluding VAT are still open: without VAT their total would change. Close them, or switch them back to VAT included, and then change the scheme.

VAT to customers: the small business scheme#

Outside Italy, if your country has a small business scheme (the kleineondernemersregeling in the Netherlands, the Kleinunternehmerregelung in Germany and Austria, the franchise en base in France and the equivalent schemes in Belgium, Luxembourg and Sweden), the same tab has the VAT to customers choice: I charge VAT (standard scheme) or I don't charge VAT, with the name of your country's scheme. Where you don't register for VAT below a turnover threshold (Denmark, Finland, Ireland, Switzerland, the United Kingdom, Norway) the second option says I'm not registered for VAT. In Italy the same thing is the tax regime: Forfettario (RF19). If you're not sure you qualify, ask your tax adviser: it depends on the year's turnover.

When you change the choice you set Starting from: today, a past day of the current year or a future day, up to the end of next year. From that day new quotes, orders, counter sales and invoices go out without VAT; up to the day before they stay as they are. A scheduled change is undone with Cancel the change. A VAT number is needed: without one, for now the scheme can only be activated through CrankPal support.

Before saving, a summary tells you what changes and how many quotes and orders are open. The total the customer pays stays the same: there's simply no VAT inside it any more. Invoices already issued don't change, not even with a date in the past. If you have open quotes or orders with prices excluding VAT, the save is refused: close them, or switch them back to VAT included. With a future date, new documents for customers with a VAT number are created with VAT included straight away.

Prices don't change on their own. Once the change is in effect you can remove your country's VAT from your service price list, inventory and hourly rate prices, or add it back if you leave the scheme: from the summary, if the change applies from today, or in the following days with Convert prices in the tax details tab. The purchase cost is never touched, and a second conversion in the same direction asks for confirmation, because it would lower prices twice. Margins and prices suggested from supplier costs count the VAT on purchases as a cost, because you don't reclaim it.

Invoices have no VAT line: they show the subtotal, the total and the wording of the scheme in your country's language, for example «Vrijgesteld van btw op grond van de kleineondernemersregeling (KOR)». In the Netherlands, Germany and Austria the law only asks you to name the scheme, and you can rewrite the wording in Invoice wording, as long as it names it. Quotes, work order reports and courtesy documents carry the same wording in a small line. See Invoices and receipts.

Common problems#

Everything about the subscription itself — plan, cycle, payment method and subscription invoices — lives in Settings›Your subscription: see Subscription and billing.