Activating and deactivating InvoiceNow

InvoiceNow sends invoices straight into your customer's accounting system, instead of emailing a PDF someone has to retype. There are two separate things to activate: the network itself, and the channel that copies your invoice data to the tax authority. You can have the first without the second.

Before you start

• Your Registration Number and tax registration number must both be filled in on System Manager›Company Profile — the network rejects a registration without them. See Company Profile.
• Both activations are authorised in Corppass from an email sent to the address you enter in Email. Whoever opens it needs Corppass access for your company.
• Only the owner and roles that include the company profile can do any of this.

Activate InvoiceNow

1. Open System Manager›Company Profile and find the InvoiceNow section.
2. Click Activate InvoiceNow.
3. Check the Company Name and Registration Number filled in for you. They must match your official registration — other businesses look you up by it.
4. Type the Email the network should use to reach you.
5. Click Submit Activation. The section shows Pending Activation.
6. An email is sent to the address you entered in Email. Open it and log in to Corppass to authorise the activation. Nothing further happens here until someone does.

The status updates itself once that is done. You then have an InvoiceNow ID — your address on the network. See What your ID looks like.

The InvoiceNow section of the company profile, before activation.

Activate GST InvoiceNow

Sending through this channel removes the separate filing step.

1. Wait until InvoiceNow itself shows as active.
2. Click Activate GST InvoiceNow and confirm.
3. The status becomes Pending Activation, and an email is sent to the address entered in Email when InvoiceNow was activated.
4. Open that email and log in to Corppass to authorise the activation.
5. Once the activation has been authorised in Corppass, the status shows as active.

Deactivate either one

Two separate jobs, and the order matters: GST InvoiceNow must be inactive before InvoiceNow itself can be deactivated. Until then that button is greyed out.

GST InvoiceNow

1. Open System Manager›Company Profile.
2. Click Deactivate GST InvoiceNow and confirm. The status becomes Pending Deactivation, and an email is sent to the same address as before.
3. Open that email and log in to Corppass to authorise the deactivation.
4. Once the deactivation has been authorised in Corppass, the status shows as inactive.

Changed your mind while it is still pending? Click Cancel Deactivation and it returns to active.

InvoiceNow

1. Check that GST InvoiceNow shows as inactive.
2. Click Deactivate InvoiceNow and confirm.

This one takes effect immediately, with no signing step.

Once you are on the network

• Set the sending contact. The contact name and email in the same section appear on what you transmit.
• Receiving works too. InvoiceNow›Inbox holds what other businesses send you.

What can stop you

• If activation is rejected because the registration exists, your number is already on the network — possibly via a previous provider. That provider has to de-register it first. See Moving to another provider.
• If activation is rejected outright, your details do not match the official register. Check them against your registration documents, not your letterhead.
• If you see "Deactivate GST InvoiceNow before deactivating InvoiceNow." you have tried to leave the network with the tax channel still on. Do that one first.
• If it sits at Pending Activation, the Corppass authorisation is the usual hold-up, for either activation. Check the mailbox entered in Email, including spam.
• If a document refuses to send, the prompt lists what is missing — usually on the customer, not the invoice.