Kiflo Self-Invoicing for Partners: Setup and EU VAT

Configure Kiflo to generate invoices on behalf of your partners automatically, including EU VAT handling and partner opt-in via the portal or onboarding.

Self-invoicing — also called self-billing — is the process by which the buyer generates an invoice on behalf of the seller. In the context of Kiflo, you (the vendor) act as the buyer, and each partner you owe commissions to is the seller. Kiflo automates this by generating a complete invoice and attaching it to each payout the moment it reaches Ready status — no manual invoice uploads required from your partners.

This feature is especially valuable when your partners are individuals or small businesses who may not have the tools or processes to issue professional invoices consistently. It removes a common bottleneck in the payment workflow.

Self-invoicing is available on Plus and Premier plans.

How self-invoicing works

Self-invoicing in Kiflo is opt-in at the partner level. You first enable the feature globally for your account, then each partner decides whether to opt in. Partners who opt in provide their billing details (company name, address, optional tax rate, logo, and footer). As soon as their payout reaches Ready status, Kiflo generates the invoice automatically and attaches it to the payout.

If a partner has not opted in, self-invoicing does not apply to them. They continue uploading invoices manually as usual.

Step 1: Enable self-invoicing on your account

1. Open Account Settings

   Click the top-right menu and select Account.

2. Go to Payouts settings

   In the left-hand navigation, click Payouts.

3. Enable the self-invoicing option

   Scroll to the Self-invoicing section and toggle on Allow partners to opt-in for self-invoicing and generate invoices on accepted payouts automatically.

4. Enter your billing details

   Provide your company’s billing details (name, address, and any other required information). These details appear in the Buyer section of every generated invoice.

Step 2: Partners opt in and provide their billing details

Once you have enabled self-invoicing, partners can opt in via two routes:

During onboarding

Add an Opt-in/out from self-invoicing action to your onboarding pipeline. When partners go through onboarding, they are prompted to opt in and provide their billing details as part of the process. This is the most efficient path — partners are set up before their first payout is ever created.

Partners can customize their invoices with:

Field	Description
Logo	Their company logo, displayed on every generated invoice.
Tax %	Any additional taxes that should be computed and added to each invoice amount.
Footer	Legal information or any other text to include at the bottom of each invoice.

At any time from the partner portal

Partners can also configure self-invoicing at any point after onboarding:

1. Partner opens the top-right menu

   The partner clicks their name or avatar in the top-right corner of the partner portal and selects Account.

2. Partner goes to Payouts

   In the left-hand menu, the partner clicks Payouts.

3. Partner opts in and fills in billing details

   The partner enables the self-invoicing opt-in and provides their billing details, including their logo, tax percentage, and footer if applicable.

How partners access their self-invoices

Once a payout reaches Ready status and Kiflo generates the invoice, the partner can view and download it directly from their partner portal. The invoice is attached to the corresponding payout in their portal view — no separate download link or email is needed.

EU VAT management for self-invoices

If you are an EU-based company, Kiflo automatically calculates and applies the correct EU VAT rules to each generated invoice. No manual configuration is required beyond enabling self-invoicing — EU VAT management activates automatically.

Who needs EU VAT management?

EU VAT management applies if your company:

• Is based in the European Union.
• Pays commissions to partners using the self-invoicing feature.
• Has at least some partners also located in the EU.

If none of these conditions apply to you, EU VAT management has no effect on your invoices.

How Kiflo calculates EU VAT

Kiflo collects VAT IDs and billing details from your partners and validates VAT IDs automatically. When generating an invoice, Kiflo applies one of three rules based on where both parties are located:

Collect VAT

Both you and the partner are in the same EU country and have valid VAT IDs. Kiflo applies the VAT rate of that country and adds it to the invoice.

Reverse Charge

Both parties are in different EU countries and have valid VAT IDs. No VAT is added. The invoice footer includes the legal mention: “Reverse charge – Article 196 of Directive 2006/112/EC”.

No VAT

At least one party is outside the EU. No VAT is applied and no legal footer is added.

Kiflo validates partner VAT IDs automatically when partners submit them. Invalid VAT IDs are flagged so partners can correct their billing details before a payout is processed.

Disabling self-invoicing

To stop Kiflo from generating invoices for all partners, return to Account > Payouts and toggle off the self-invoicing option. This acts as a global switch — no invoices are generated regardless of individual partner opt-in status, until you re-enable the feature.