Writing invoices, with the right tax treatment
An invoice from a Cyprus company almost always meets a client in another country. The tax treatment decides the outcome, and here it is proposed rather than asked.
- Six tax treatments to pick from
- A number range without gaps
- Unlimited invoices
- 6Tax treatments, proposed automatically
- ∞Invoices a month, on every plan
- 0Numbers on drafts. Assigned on finalising
- DIN 5008PDF with the window-envelope position
- 4Bulk actions: send, download, mark paid, delete
What an invoice in Volk Accountant does
Volk Accountant writes invoices with any number of line items (title, multi-line description, quantity, unit, unit price, a discount per line and a discount on the whole invoice. Six tax treatments are available: Cyprus VAT at 19%, reverse charge, outside the EU, a freely chosen rate, and two rules for companies not registered in Cyprus) the national standard rate and a small-business exemption; the right one is proposed automatically from the company's country and from the client's country or VAT number. Drafts carry no number. The binding number is assigned when the invoice is finalised, and the application detects gaps in the number range and offers to close them. The number format is configurable, the PDF follows the DIN 5008 layout with the window-envelope position, and finalised invoices are cancelled rather than deleted. The number of invoices is not capped on any plan.
Six treatments, proposed rather than asked
The most common mistake on a Cyprus invoice is not a wrong amount. It is the wrong treatment, because the default was left as it was.
The proposal comes from your company’s country and from your client’s country or VAT number. Both sit in the client record, and both are checked against the EU register when the client is saved.
You can override the proposal on any individual invoice. It is a starting point, not a lock, but it prevents the case where a reverse-charge supply goes out carrying Cyprus VAT because nobody looked.
What a Cyprus invoice has to show is covered in the article on invoice requirements.
- Cyprus VAT 19%client in Cyprus
- Reverse chargeEU client with a valid VAT number
- Outside the EUclient beyond the Union
- Your country's rateif the company is not Cypriot
- Small-business rulea national exemption
- Customa freely chosen rate
Which country and which VAT number the proposal rests on is held in the client record. How they get there and what the check against the EU register does is covered under client data.
How the invoice number is assigned
A number that is issued and then thrown away leaves a hole in the sequence. It surfaces during an inspection, months later.
- 1
Draft
No number. The draft saves itself as you type and can be deleted without anything going missing.
- 2
Finalise
Now the binding number is assigned. The app proposes the next free one and flags a gap in the range when it sees one.
- 3
Correct
Finalised invoices are cancelled, not deleted. For partial or full refunds there is a separate credit note.
The number format is configurable: prefix, separator, year, month and the number of digits. Quotes either follow the same format or get one of their own.
Invoices created automatically on a schedule get their number by exactly the same route: see recurring invoices.
Invoice limits at other providers
Three things that seem not to matter while you write. Until the month fills up. Every figure comes from the provider's own public pages.
| Volk Accountant | Cybooks | Sumly | Balabook | Accountly | TidyBooks | BTMS | QuickBooks | Xero | Billino | |
|---|---|---|---|---|---|---|---|---|---|---|
| Invoices per monthA monthly ceiling. Once it is reached you move up a plan, regardless of what features that plan otherwise adds. | unlimited on every plan | not published | not published | not published | 15 on Starter, 40 on Growth, 80 on Business | not published | not published | not published | 5 on Lite, 20 on Starter, unlimited from Standard | unlimited, free plan up to €50,000 revenue |
| Recurring invoices | Yes | Yes | not published | Yes | Yes | not published | Yes | from Essentials | not published | not published |
| Own logo and own invoice templates | own logo and own templates | not published | not published | not published | from Growth, €49/month | not published | not published | not published | not published | not published |
Two of the nine providers we track cap the number of invoices per month. Accountly allows 15 on its entry plan, Xero five, and anyone above that changes plan, not workflow. We do not apply that cap on any plan.
Where the table is empty, it means the provider publishes nothing on that point. It does not mean they cannot do it. The full comparisons are in the provider overview.
What the PDF and the email look like
What reaches the client should look like it came from your company, not from the software you happen to use.
Window-envelope position
No foreign branding
The document's own
Billing is not euro-only: multi-currency is part of invoicing and sits on the Starter plan.
If a message fails to arrive, a notification appears in the app and an email follows. On a bulk send, several invoices to the same recipient are combined into one message.
What this feature does not do
We put this in writing because it affects the decision. Finding out after you have paid means you bought the wrong tool.
- No e-invoicing under EN 16931. The output is a PDF, not an XRechnung or ZUGFeRD data set.
- No stock behind the line items. A line is text, quantity and price, not an article number with inventory.
- The treatment is a proposal, not legal advice. Whether reverse charge applies in a given case is your accountant's call.
Questions that come up before you start
Does a draft invoice already have a number?
No. Volk Accountant assigns an invoice number only when you finalise. Drafts save themselves as you type but stay without a number, so a discarded draft leaves no gap in the sequence. If a gap does appear, the app spots it and offers to close it cleanly.
Can I change an invoice after it has been sent?
Yes. An invoice that has been sent or even paid can still be changed after a warning, and undo and redo are both there. A finalised invoice is never deleted: it is cancelled. For a partial or full refund there is a separate credit note.
How do I set the format of my invoice numbers?
Prefix, separator, year, month and the number of digits are set per company, for example INV-2026-0042. Quotes either get their own format or follow the one used for invoices. When you create a document, Volk Accountant proposes the next free number in that format.
Can I work on several invoices at once?
Yes. Several invoices can be sent, downloaded as one PDF bundle, marked as paid or deleted together. When a bulk send would deliver several invoices to the same recipient, Volk Accountant combines them into a single email rather than three separate ones.
Does the payment term appear on the PDF?
Yes. From the term you choose, 7, 14 or 30 days, a free date or none, the invoice gets a highlighted line above the items showing the amount and the due date, plus the matching payment note under the total. The PDF follows DIN 5008, including the window envelope position.
What goes with this
Further reading
InvoicingWhat has to be on a Cyprus invoice
The mandatory fields are not in the VAT Law. They are in a regulation from 2001. Read it closely and two things that every guide claims turn out not to be required at all.
VATVAT return in Cyprus: periods, the 10th, and what late costs
Your quarter ends are assigned when you register, the return and the payment share one deadline, and a late return costs a fixed charge before any interest. Here is the whole mechanism.
ComparisonWhich accounting software is best for Cyprus?
There is no single best one. There is one that fits your case, and the question that decides it is not the price.
Write one invoice and look at the PDF
Start free for 14 daysChecked 2 October 2026