Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How does Vapaus invoicing work for employers?

Vapaus invoices employers once a month for active benefit bike contracts. Each invoice includes leasing fees and office fees.

When are invoices sent?

Invoices are sent once per month, typically between the first and second week of the month. Supporting reports (showing contracts that started and ended) are available for download in admin portal on the 2nd business day of each month. Vapaus doesn't send invoices during the delivery month.

What is included in the invoice?

Each invoice contains two different billables:

  • leasing fees (the monthly bike installment) 

  • office fees 

  1. Billing period

  2. Employee information: Name, employee number, cost center and billing period

  3. Monthly payment

  4. Summary: The end of the invoice shows the total number of bikes and the service fees for each contract

Why does the invoice include days from the delivery month?

When a financed contract ends early (mid lease), we send an invoice for the delivery month days that were initially not invoiced.
Invoicing typically starts on the first (whole) month AFTER delivery — the delivery month itself is not billed upfront. When the contract ends, those deferred days are invoiced.

Example: A bike is delivered on 15 May 2024. The contract is billed from 1 June 2024 to 31 May 2025. The employee uses the bike until 31 May 2025 and that period is handled through payroll. When the contract ends, we send an invoice for 15 to 31 May 2024, the delivery month days that weren’t billed at the start.

What information is needed for e-invoicing?

  • Company e-invoicing operator
  • Compnay EDI or OVT identifier
  • If you don’t have e-invoicing set up, contact us to ask about email invoicing options

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

If you spot an error contact us before the payment date at b2bsupport@vapaus.io with details of the discrepancy. We typically issue a credit note applied against the original invoice and send a corrected invoice.

How to avoid invoicing errors

Review the reports in your admin portal regularly — the data shown there flows directly to your invoice. Verify correct employer entity (if you have subsidiaries), cost centers, and employee IDs. – these can be edited by admin app users directly in the portal. Always report contract terminations by the 20th of the month (Employee departing? Read more here).

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

  • the e-invoicing details have changed