InvoiceXpress (Portugal — certified invoicing)

Updated on 2026-10-01

Settings → Integrations → Accounting → InvoiceXpress

InvoiceXpress is the integration BedFlow uses to issue legally valid Portuguese invoices for your Alojamento Local (AL). Portugal only allows invoicing through the Portal das Finanças or through software certified by the Autoridade Tributária (AT). BedFlow therefore drives InvoiceXpress (AT certificate nº 192): you do nothing, and the guest automatically receives a correct fatura-recibo with ATCUD code and QR code.

What the integration does

• A fatura-recibo per stay, automatically on full payment or at check-out (configurable) — also for OTA bookings where Booking.com or Airbnb collects the payment.
• ATCUD + QR code on every document, as required by law.
• Automatic reporting to the AT (e-Fatura) — InvoiceXpress forwards every document, you don't need to submit anything.
• Credit note on cancellation or refund of a stay that has already been invoiced, referring to the original.
• SAF-T export for your accountant, directly from InvoiceXpress.
• PDF to the guest: via the BedFlow guest email (with your branding) or via InvoiceXpress itself.
• Quota monitoring: BedFlow counts your documents per month and warns you before the start of the month if your plan is becoming too small for the expected check-outs.

Important: the invoice is always made out to the guest, never to Booking.com or Airbnb — even though the platform pays you out. That is the Portuguese rule. The invoice amount is the full amount the guest paid; OTA commissions are not deducted from it.

What you need

1. Your own InvoiceXpress account — the issuer of the invoices is your NIF, so every rental business has its own account.
2. Your AL registration number (e.g. 12345/AL) and the tax address of the property.
3. Access to the Portal das Finanças (or an accountant who handles it for you) for the AT connection.

Step 1 — Create an InvoiceXpress account

1. Go to invoicexpress.com and choose a plan (see prices below — the free plan is enough to get started).
2. Register with your email address and fill in your company details with your NIF as the issuer.
3. Choose an account name: this becomes your subdomain, e.g. myaccount in https://myaccount.app.invoicexpress.com. You will need this name in BedFlow later.

Prices (July 2026, excl. VAT, per month)

• Credit notes count towards the monthly quota.
• All plans include API access, ATCUD, QR codes, SAF-T and AT communication.
• Billing cycle of your choice (monthly/half-yearly/yearly), with no lock-in. Upgrades take effect immediately, downgrades only at the end of the cycle — so choose a monthly cycle if your rentals are seasonal.
• Seasonal tip: do you mainly rent out in July–August? Run on Grátis outside the season and switch on a monthly X3 or X10 plan before the season. BedFlow warns you automatically when the expected check-outs exceed your plan limit.

Note: an account in its trial period cannot yet communicate with the AT. So choose a plan first (the free plan counts too) before you register the série.

Step 2 — Get your API key

In InvoiceXpress: Conta → Integrações → API (directly: app.invoicexpress.com/users/api). There you will see your account name and your API key. Don't share that key with anyone else — BedFlow stores it encrypted.

Step 3 — Connect in BedFlow

Go to Settings → Integrations → Accounting → InvoiceXpress → Configure. The wizard walks you through every step:

1. Account: account name + API key. BedFlow tests the connection live straight away.
2. Tax details: your NIF, AL number, tax address and VAT regime.
3. Série & AT: see steps 4 and 5 below.
4. Issuing settings: when to invoice (on full payment, or at check-out — choose check-out if an OTA collects the payment) and how the PDF reaches the guest.
5. Plan: record which InvoiceXpress plan you have, so the quota monitoring is accurate.

Which VAT regime?

• IVA 6% — the reduced accommodation rate on mainland Portugal (5% Madeira, 4% Azores).
• Exemption art. 57 CIVA (M10, 0%) — only for small businesses under the isenção regime. Note: since 1 July 2025, non-residents can no longer use this exemption — if you don't live in Portugal, you invoice at 6%. Not sure? Ask your accountant.

Step 4 — Create an AT sub-user (one-off)

InvoiceXpress can only register séries and forward invoices once it is allowed to talk to the AT on your behalf. To do so, create a sub-user (subutilizador) in the Portal das Finanças:

1. Log in at portaldasfinancas.gov.pt with your NIF.
2. Look for "Gestão de Utilizadores" → create a new subutilizador.
3. Give it these two permissions:
   • WSE — Comunicação e gestão de séries por webservice
   • WFA — Comunicação de dados de faturas
4. Note down the username (your NIF + / + sequence number) and the password.
5. Enter them in InvoiceXpress under Configurações → Comunicação AT.

Would you rather have your accountant do this? It usually takes them about 10 minutes.

Step 5 — Register a série

Every Portuguese document belongs to a série (document series) that must be registered with the AT in advance — this is what produces the ATCUD code. In the BedFlow wizard you create a série and register it with the AT with a single button. Without a registered série, BedFlow deliberately blocks activation: a document with ATCUD "N/D" is not legally valid.

Step 6 — Activate

Set the integration to active. From then on, everything runs automatically:

• Trigger reached (payment or check-out) → BedFlow creates the document in InvoiceXpress, finalises it (number + ATCUD + QR), fetches the PDF and delivers it to the guest.
• Guest's NIF: this is on the customer record, field Tax number (VAT / NIF). Below €1,000 the document may be issued without a NIF (name + country is enough); from €1,000 identification is mandatory — BedFlow then holds the document until a NIF or passport number is available. See Identification from €1,000 below.
• Is the guest invoicing a company? Then also fill in the company name on the guest record — the fatura is made out to the company (a company NIF starts with 5).
• Cancellation/refund of an invoiced stay → automatic credit note referring to the original.
• Quota full or an error? The document is held in the queue and you get a notification with the reason (e.g. "plan limit reached — upgrade and click retry"). An invoice never silently disappears.

Identification from €1,000

A fatura-recibo of €1,000 or more may not be issued without the guest's NIF or passport number, and channels such as Booking.com do not pass these on. BedFlow therefore asks the guest directly:

• On the guest page, an extra step appears in the online check-in, where the guest enters their NIF or passport number with country. That step only appears when it is needed: a property with active Portuguese invoicing, an invoice of €1,000 or more and no number known yet.
• By email: the PT identification message template sends the guest a personal link (valid for 30 days) to the same form. That message is only sent if you link it to an automated message under Management → Messages → Automated messages, and even then only when identification is actually needed.

As soon as the guest fills it in, the number is saved on the customer record and the held document is issued after all. You can also enter the number yourself on the customer record.

Finalising for a Portuguese property

In Daily → Invoices you normally finalise a proforma with Finalise. For a property that invoices via InvoiceXpress, that button is blocked: you get the message "This property invoices via InvoiceXpress (Portugal)". There, the fatura-recibo is issued automatically at the moment you chose in the wizard (full payment or check-out).

Frequently asked questions

Do I still need to submit anything to the AT? No. InvoiceXpress reports every document automatically (e-Fatura). You export the SAF-T for your accountant from InvoiceXpress.

Can I change an invoice that has been issued? No — finalised documents are legally unchangeable. Corrections always go through a credit note + new document. BedFlow does this automatically for cancellations.

What about tourist tax? Tourist tax always appears as a separate line on the invoice, without VAT — it is not subject to VAT. For a host who invoices at 6%, the document carries the exemption code M99 (not subject) for that line; for an exempt host, M10 applies to the whole document. Previously, for 6% hosts the levy was included in the accommodation amount, which meant you paid VAT on it that you did not owe.

Does this also apply to my Belgian property? No — this integration only appears for properties in Portugal. For Belgium, use Yuki, Billit, Octopus or ClearFacts, see Connecting your accounting software.

What about registering foreign guests (SIBA)? That is separate from invoicing. See SIBA — Boletins de Alojamento.