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Invoicing guide for employers

How does Vapaus invoicing work for employers?

Vapaus invoices monthly based on active benefit bike contracts. Invoices are sent during the first or second week of each month and include leasing fees and service fees.

When do we receive invoices?

Invoices are sent once per month, typically between the 1st and 2nd week of the month. Supporting reports (showing contracts that started and ended) are available for download in your employer portal on the 2nd business day of each month.

What's included in a Vapaus invoice?

Each invoice contains two main costs:

  • leasing fees (the monthly bike instalment) 

  • service fees (€12.90/month per active bike, which covers platform access, insurance, and customer support).

Why does the invoice contain used days from months ago?

When a financed contract ends early (mid-lease), you receive an invoice for the delivery month days that were initially not invoiced. Financing billing normally starts on the 1st of the month AFTER delivery — the delivery month itself is not billed upfront. When the contract ends, those deferred days are invoiced.

Example: If a bike was delivered May 15, 2024, and the contract normally runs June 1, 2024 – May 31, 2025, but ends early, you're invoiced for May 15–31, 2024 (the delivery month days).

What information is needed for e-invoicing?

Provide your e-invoicing operator and EDI/OVT identifier (or Business ID equivalent). If you don't have e-invoicing set up, contact us for email invoicing options.

What to do if there's an error on the invoice?

Do not leave the invoice unpaid. Contact support at b2bsupport@vapaus.io immediately with details of the discrepancy. We typically issue a credit note applied against the original invoice and send a corrected invoice if necessary.

How to avoid invoicing errors

Review the reports in your employer portal regularly — the data shown there flows directly to your invoice. Verify correct employer entity (if you have subsidiaries), cost centers, and employee IDs. You can edit cost centers and employee IDs directly in the portal. Always report contract terminations by the 20th of the month.

Need help?

Contact b2bsupport@vapaus.io if:

  • an employee is listed under the wrong employer entity (subsidiaries)

  • you need to add a custom reference number to invoices,

  • you notice errors or discrepancies, or your e-invoicing details have changed.