One of the account setup steps is to build up the billing structure in accordance with your contract. You can have one or several billing entities, and it is essential to populate the correct information about your legal entity, bank details and recipient contact details. The recipient is the person responsible for finance in your company and will control the payment process with Gelato. This person will receive all invoices on a monthly basis. For each billing entity, you also can create Cost Centers or Project Codes.
1. Adding a Billing Entity
Regardless of the payment method you choose, it is mandatory to link at least one billing entity to your account. You can add billing information for the first order during the checkout process or you can pre-load billing entities onto your account. To add a new billing entity, select Billing from the menu on the left side of the page, then click on Billing Entities and then click on Add new.
When users start an order, they will be able to select a pre-saved billing entity from a list. The visibility over billing entities is defined at group level. This helps admins control expenses and ensure that the correct billing information is used. For billing entities used for invoicing, please ensure that correct information required by your finance organization is included to avoid delays in order processing. The mandatory information depends on the country for which you wish to have local billing. Currently, Gelato offers billing entities in 50+ countries and in 30+ currencies.
Important information to include
- Legal entity: Should include the full and complete legal entity name (e.g. ‘Gelato AS’ instead of just ‘Gelato’)
- VAT number: Should match the country of the legal entity. It is needed in order to provide you with the accurate VAT information in case you have an internal process to follow for managing your tax payments.
- Organisation number: In some countries (e.g. Norway), this is a government registration number required for operation. It may or may not be different than the VAT number. This field is optional.
- Billing address: Should be the mailing address, which may be different from the delivery address. This should be the address that is registered to the legal entity that we are billing.
- Invoice recipient: The contact name should be the person receiving the invoice (e.g. John Smith), preferably not a generic department.
- Invoice recipient email: The contact email should be the main invoice mailbox, preferably not a personal email (e.g. firstname.lastname@example.org)
Note: Billing entities in China and Russia need to be entered in Chinese or Russian. For China, bank information should also be included. For Brazil, the Federal tax ID or a State tax ID is a mandatory field of information to be provided
Tip: Should you wish to upload several billing entities at the same time, we can provide you with a template to collect the information needed.
For billing entities used for credit card orders, it is important that the information matches the billing information on record with the credit card company to avoid delays with order processing.
Note: Each new billing entity added in the system needs to be connected to a Group, otherwise users will not see it in the checkout flow.
- Go to Team > Groups
- Find the group(s) for which this billing entity is relevant
- Search for it in the Billing address field, add it and then click on Save group
- All the users from that group will now be able to select that billing entity during checkout
2. Changing a Billing Entity
Select Billing from the menu on the left side of the page, then click on Billing Entities and click on Edit next to any billing entity to change the details.
Note: You will need to have the permission 'Manage billing entities' enabled in order to edit billing entities
3. Billing Entities and Invoices
If your account is set to pay on invoice, the invoice will be emailed to the email address included in the billing entity (unless we have agreed on an alternative invoicing process with your account owner). Please ensure that your billing entity information includes the full legal name of the paying business entity (e.g. Gelato AS, Gelato Inc.) and the contact details of the associated finance department to ensure the invoice is processed smoothly.