Hello everyone! Security, data integrity, and regulatory compliance are fundamental pillars at biPeek.
With the imminent entry into force of Law 11/2021 (known as the Anti-Fraud Law, or Veri*Factu in its regulatory development), we have carried out an exhaustive update of our billing modules to ensure that our clients operate with total security and transparency.
This update not only involves regulatory adjustments but also a deep restructuring of how proforma invoices, invoices, balances, and correctives are managed, providing unprecedented control and traceability.
Here are the new features now available:
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🛡️ Invoice integrity and security: The heart of compliance
This section addresses the most critical changes related to document immutability, flexibility in the Proforma invoice/Invoice flow, and compliance with the Anti-Fraud Law.
Immutable documents and configurable flow
🔍 What is it about? We have reinforced the distinction between Proforma invoice (document pending invoicing) and Invoice (Proforma invoice with an assigned date and number) and changed their behavior:
The most relevant difference is that it is now possible to mark a Proforma invoice as paid without automatically generating the Invoice, giving you editing flexibility.
Configurable Automatic Invoicing: This automatic invoicing (when switching to “Paid”) is now configurable at the billing series level, allowing you to block this behavior.
Once a document becomes an Invoice, its relevant data can no longer be edited. These are: issuer and recipient fiscal data, amounts, billing series, invoice number, and invoice date.
Only the status, payment method, and notes of an Invoice may be modified.
Any correction to an already issued Invoice must be done exclusively through Correctives.
New payment balance
Implemented to track Paid Proforma invoice invoices that have not yet been invoiced.
Debit movements are recorded (when adding lines) and payment movements (when receiving payment).
Both movements must be offset for the Proforma invoice to be considered “balanced” (fully paid). Listings reflect this state (pending payments, overpayments, or balanced).
✨ The Value for You:
Pre-Billing Flexibility: The ability to have Paid Proforma invoices and still edit them lets you manage registration changes without resorting immediately to a corrective invoice.
Legal Security: By making invoices immutable, we guarantee the integrity of the fiscal record.
Discrepancy Detection: The new Balance allows real tracking of funds, even when a Paid Proforma invoice has not yet been turned into an Invoice.
Exclusivity in billing series
🔍 What is it about? Strict validations have been implemented in billing series configuration:
Series cannot be shared: A billing series can only be assigned to one event (if it has none assigned).
The billing series for society membership renewals cannot be assigned to an event.
Every series must include minimum data (corporate name, tax ID, and country). If the country is Spain, the tax ID must be a valid DNI, NIE, or CIF.
A series with issued invoices will not allow editing of these key fields to maintain consistency of signed records.
Prepared for the Anti-Fraud Law
🔍 What is it about? biPeek implements the non-Veri*Factu mode of the provisions, implementing internal security measures:
A digitally signed record is generated with each invoice and corrective invoice, concatenated with the previous record, creating a chain of invoices.
Invoices issued by a Spanish CIF will include a validation QR code so the recipient can notify the invoice to the Tax Authority.
A second QR is added for downloading the invoice PDF, also serving as integrity verification.
As this is non-VeriFactu mode, invoices are not sent to the Tax Authority until the QR embedded in the document is scanned, unlike VeriFactu mode where each invoice is sent automatically when created.
✨ The Value for You:
Immediate Technical Compliance: We ensure your billing system complies with the new law’s requirements for immutability and traceability.
Security and Trust: The signed invoice chain provides irrefutable proof of the integrity of your records.
💲 New customer credit balance system
We have implemented a feature that drastically improves the management of refunds and registration changes, centralizing funds in favor of customers.
Balance account for multiple recipients
🔍 What is it about? A balance account has been created for each possible invoice recipient, keeping a list of movements that increase or decrease the balance. Possible recipients include: resellers, societies, society users, and event users.
Invoices without Owner: For cases without an associated user (such as deleted users or manual service invoices), the balance is assigned to the Invoice itself, which acts as its own balance account.
Balance increases automatically when refunds or correctives are generated.
This balance can be managed manually and can be shown or hidden from the user through configuration.
If visible, the user can use it to pay pending proforma invoices.
✨ The Value for You:
Management of Exceptional Cases: We ensure traceability of money even when the user no longer exists or the invoice is manual, centralizing balance on the Invoice.
Balance listings for credit management (Key New Feature)
🔍 What is it about? The platform provides listings of credit balances grouped by different balance recipients (as shown in the interface: Users, Companies, Invoices, etc.).
These listings allow you to quickly check which refunds need to be issued to different recipients.
Closing Action: Once the corresponding refunds are issued, it is crucial to record the balance movement in the system so it is reflected in the corresponding balance and correctly offset.
Automatic offsetting in correctives
🔍 What is it about? The behavior of correctives has been modified:
The payment status is replaced by “Balance Status” for greater clarity.
Correctives are now automatically credited to the balance accounts of users or the corresponding Invoice without owner.
If the original invoiced document was not fully paid, the balance generated by the corrective invoice is automatically used to offset and complete that payment.
✨ The Value for You:
Automatic Debt Closure: If you correct an unpaid invoice, the generated balance offsets the original debt, preventing both from remaining pending.
Traceability: Like invoices, correctives cannot be modified.
📝 Data control and balance in proforma invoices
These updates focus on mandatory requirements a Proforma invoice must meet before being invoiced and usability improvements for administrators.
Minimum requirements to invoice
🔍 What is it about? To be invoiced, a Proforma invoice must now:
Include minimum data: corporate name, tax ID, and country. If Spain, the tax ID must be valid (DNI, NIE, or CIF).
Contain at least one invoice line.
User interface improvements
🔍 What is it about? Listings and document views now display clear information on invoice status:
Information pills indicate whether the document is invoiced, not invoiceable, or missing data.
Action controls will be hidden or disabled if missing data prevents the action.
Note: Older invoices missing data will show this information but cannot be updated (this is not an issue since new legal records derive from new invoices).
✨ The Value for You:
Improved Usability: Quickly identify documents needing attention before being legally invoiced.
Operational Security: The system prevents actions that would compromise the legal record when mandatory data is missing.
🔄 Advanced flow: modification of paid proforma invoices
This feature allows managing registration changes or modifications in proforma invoices that have already been paid while maintaining balance integrity.
🔍 What is it about? Paid Proforma invoices can now have their content modified, either manually or due to registration changes.
Actions requiring a new Proforma invoice:
Adding lines.
Increasing the amount of a line.
Actions compensated through Balance:
Decreasing or removing a line: Automatically generates balance movements in favor of the recipient for the difference, maintaining the original Proforma invoice balance and transferring excess payment to the user’s balance account.
Identifying the reason for reverting payment
🔍 What is it about? Changing a Proforma invoice from Paid to Pending can occur for two reasons, and the system behaves differently:
If due to a Refund: Balance movements are generated in favor of the recipient, as the payment was valid but is being reversed.
If due to an Error marking as Paid: Payment movements are reversed but no balance is generated, since the original payment was a mistake.
Management of erroneous balances already used
A security measure has been added for complex cases:
If the user has used that balance (generated by mistake) before the system can reverse it, a new Proforma invoice of debit will automatically be generated for the user.
This allows the user to offset the amount of the mistakenly generated and already used balance.
✨ The Value for You:
Intelligent Automation: The system distinguishes between a real refund and a registration error, ensuring credit balance is only generated when appropriate.
Detection and Correction of Financial Errors: The system ensures erroneous balances are recovered or compensated through the debit Proforma invoice, protecting the organization’s accounts.
We hope these important updates allow you to operate with complete security and full compliance with the new fiscal regulations. We continue working to make biPeek the best tool for your management!