Platform Overview

DEMFACT is a professional Belgian invoicing platform designed for businesses of all sizes. It offers specialized invoice templates for 10 different industry domains, full PEPPOL e-invoicing compliance, and an AI-powered assistant (DemBot) to help you with Belgian and European invoicing laws.

Supported Languages

DEMFACT is available in 4 languages:

• English (EN)
• French (FR) - Français
• Dutch (NL) - Nederlands
• Romanian (RO) - Românã

You can change the language from your profile settings or from the language selector in the navigation menu.

Getting Started

Registration

To create an account on DEMFACT:

1. 1Click the Register button on the homepage
2. 2Fill in your details:
   • First Name and Last Name
   • Email Address - used for login and notifications
   • Password - minimum 8 characters with at least one uppercase, one lowercase, and one number
3. 3Click Create Account
4. 4Check your email for a verification link
5. 5Click the link to verify your email address

Login & Security

To log in to your account:

1. Go to the Login page
2. Enter your email and password
3. Optionally check "Remember me" to stay logged in
4. Click Login

Two-Factor Authentication (2FA)

For enhanced security, you can enable Two-Factor Authentication:

1. Go to Profile → Security Settings
2. Click Enable 2FA
3. Scan the QR code with an authenticator app (Google Authenticator, Authy, etc.)
4. Enter the 6-digit code to confirm

When 2FA is enabled, you'll need to enter a code from your authenticator app each time you log in.

Forgot Password

If you forgot your password:

1. Click "Forgot Password?" on the login page
2. Enter your email address
3. Check your email for a reset link (valid for 1 hour)
4. Click the link and enter your new password

Dashboard

The Dashboard is your main control center after logging in. Here you'll find:

Statistics Cards

Quick Actions

The Quick Actions section provides fast access to common tasks:

• New Invoice - Create a new invoice
• Add Client - Add a new client
• Add Company - Register a new company

Invoice Type Shortcuts

Quick links to create invoices for each domain (industry type).

Recent Invoices Table

A list of your 10 most recent invoices showing:

• Invoice Number - Click to view details
• Client Name
• Domain - The invoice type/industry
• Date
• Total Amount
• Status - Draft, Sent, Paid, Overdue, or Cancelled

Charts

• Monthly Revenue Chart - Line graph showing your revenue over the last 12 months
• Invoices by Status - Pie chart showing the distribution of invoice statuses

Notifications Panel

Shows your recent notifications such as:

• Welcome messages
• Email verification confirmations
• VAT validation results
• Payment confirmations
• Subscription updates

Company Management

Before creating invoices, you must register at least one company. DEMFACT supports managing multiple companies from a single account.

Create a Company

To add a new company:

1. Navigate to Companies in the main menu
2. Click Add Company
3. Fill in the company details:

Required Information

Optional Information

Legal Declaration

VAT Validation (VIES)

Important: You must validate your company's VAT number before you can create invoices.

1. Go to Companies
2. Click Edit on your company
3. Click Validate VAT
4. The system will query the EU VIES database

If VIES data differs from your entered data:

You'll see a comparison page showing any differences between what you entered and the official VIES data. You can:

• Accept VIES Data - Update your company info with official data
• Keep My Data - Keep what you entered (if you're sure it's correct)

Managing Multiple Companies

• Default Company: Click Set as Default to make a company your default for new invoices
• Edit: Click Edit to modify company details
• Delete: Click Delete (only if no invoices exist)

Client Management

Manage your customers/clients to quickly add them to invoices.

Client List Page

Navigate to Clients to see all your clients.

Available Actions

• Add Client - Create a new client
• Export CSV - Download all clients as CSV
• Import - Import clients from CSV file
• Download Template - Get a blank CSV template

Filters

• Company Filter: Show clients for a specific company
• Search: Search by name, email, or VAT number

Creating a Client

Duplicate Detection

When creating or editing a client, DEMFACT automatically checks for potential duplicates by:

• Matching VAT numbers
• Name similarity (80%+ match)

If duplicates are found, you'll see a warning with the option to continue anyway.

Client Actions

In the client list, each row has action buttons:

• - Create a new invoice for this client
• - Edit client details
• - Delete client (only if no invoices)

Invoices

The core feature of DEMFACT - creating and managing professional invoices.

Invoice Domains (Industry Types)

DEMFACT offers 10 specialized invoice templates, each with industry-specific fields:

Creating an Invoice

1. 1Click New Invoice from Dashboard or Invoices menu
2. 2Select the invoice domain (industry type)
3. 3Fill in the invoice form:

Basic Information

Line Items

Add products or services to your invoice:

• Description: What you're billing for
• Quantity: Number of units
• Unit: Unit of measure (hour, piece, day, kg, etc.)
• Unit Price: Price per unit (excl. VAT)
• VAT Rate: 21%, 12%, 6%, or 0%
• SKU/Reference: (Optional) Product code

Click Add Item to add more lines.

VAT Regime Options

Layout Options

Customize how your invoice PDF looks:

• Hide Total
• Hide Quantities
• Hide Item Price
• Hide Country
• Hide Phone
• Hide Payment Terms
• Hide Payment Reference
• Show QR Code
• Theme Color: Choose header/accent color

Additional Fields

• Structured Communication: Belgian payment reference (auto-generated: +++XXX/XXXX/XXXXX+++)
• Notes: Visible on the invoice
• Internal Notes: Private notes (not visible on PDF)
• Footer Text: Custom footer message
• Document Reference: Your internal reference
• Customer Memo: Message to the customer

Recurring Invoices

Set up invoices to automatically repeat:

• Enable Recurring Invoice
• Choose Frequency: Weekly, Monthly, Quarterly, or Yearly
• Set Start Date and End Date

Invoice Actions

Invoice Statuses

Draft Sent Paid Overdue Cancelled

Available Actions (Invoice View Page)

Export Options

Invoice List Page

The Invoices menu shows all your invoices with filters:

• Company Filter: Show invoices for a specific company
• Status Filter: Draft, Sent, Paid, Overdue, Cancelled
• Domain Filter: Filter by invoice type
• Search: Search by invoice number or notes

PEPPOL E-Invoicing

PEPPOL (Pan-European Public Procurement Online) is the European standard for electronic invoicing.

What is PEPPOL?

• A standardized network for sending electronic business documents
• Uses UBL 2.1 (Universal Business Language) format
• Follows the EN16931 European e-invoicing standard
• Works on a "four-corner model": Sender → Access Point → Network → Access Point → Receiver

PEPPOL ID Format

Belgian PEPPOL IDs use the format: 0208:BE + VAT number (without dots)

Example: If VAT is BE0123.456.789, PEPPOL ID is 0208:BE0123456789

PEPPOL Dashboard

Navigate to PEPPOL to access:

• Overview: Statistics on sent/received invoices
• Outbox: All invoices you've sent via PEPPOL
• Inbox: Invoices received via PEPPOL

Sending via PEPPOL

1. Create an invoice as usual
2. Ensure the client has a PEPPOL ID in their profile
3. On the invoice view page, click Send via PEPPOL
4. Confirm the action
5. The invoice is converted to UBL format and sent through the PEPPOL network

Benefits of PEPPOL

• Speed: Delivery in seconds instead of days
• Accuracy: Structured data reduces errors
• Automation: Automatic processing by recipients
• Compliance: Meets EU e-invoicing requirements
• Cost Savings: No printing or mailing costs
• Environmental: Paper-free invoicing

Accountant Feature

DEMFACT offers a powerful feature for accountants to manage invoicing for multiple clients from a single account. All accountant features are completely FREE.

Registering as an Accountant

When you create a DEMFACT account, you can choose your account type:

1. 1Go to Register page
2. 2Fill in your details (name, email, password)
3. 3Select "Accountant" as your account type
4. 4Complete registration and verify your email

Accountant Dashboard

As an accountant, you have access to a dedicated dashboard at /accountant/dashboard showing:

• Total Clients: Number of clients you manage
• Total Invoices: Sum of all client invoices
• Unpaid Invoices: Invoices awaiting payment
• Total Revenue: Combined revenue across all clients

Client Filter

Use the Filter by Client dropdown to view statistics for a specific client or all clients combined.

Managing Clients

There are two ways to add clients to your accountant account:

Method 1: Add by Token (Instant)

1. Ask your client for their DEMFACT Token (format: DMF-XXXXXXXX)
2. Go to Add Client page
3. Enter the token in the "Add by Token" section
4. Click Connect
5. The client is added immediately

Method 2: Invite by Email

1. Go to Add Client page
2. Enter the client's email in the "Invite by Email" section
3. Click Send Invitation
4. The client receives an email with invitation link
5. When they accept, they're added to your client list

Managing Client Accounts

From your accountant dashboard, for each client you can:

• Manage - Switch to viewing their account
• - Remove client from your list

Viewing as Client

When you click "Manage" on a client, you switch to viewing their account. You'll see:

• An orange banner at the top showing you're viewing as a client
• The client's dashboard, companies, clients, invoices, and PEPPOL data
• A Return to Accountant button to switch back

Client Access Control

Clients control how much access their accountant has:

For Clients: Managing Accountant Access

If you're a client (supplier) with an accountant:

1. Go to Profile → Accountant Access (or click "Accountant Access" in the sidebar)
2. You'll see your unique DEMFACT Token to share with accountants
3. View your connected accountant(s)
4. Change access level: Change to Full Access or Change to Read Only
5. Revoke access: Revoke Access

Accountant Branding

Accountants can add their branding to client invoices:

1. Go to Accountant Dashboard → Branding
2. Enter your Company Name
3. Upload your Logo (optional)
4. Click Save

Your branding will appear on PDF invoices created for clients: "Managed by [Your Name] - [Your Company]"

DemBot AI Assistant

DemBot is your intelligent virtual assistant, powered by Claude AI, specialized in Belgian and European invoicing.

How to Access DemBot

Click the floating button in the bottom-right corner of any page.

What DemBot Can Help With

• Platform Usage: How to create invoices, add clients, manage companies
• Belgian VAT Laws: VAT rates, mandatory invoice elements, deadlines
• PEPPOL Questions: How PEPPOL works, requirements, formats
• Industry-Specific Rules: Construction reverse charge, medical exemptions, etc.
• EU VAT Directives: Intra-community transactions, OSS, VIES
• VAT Number Validation: DemBot can validate VAT numbers in real-time via VIES

Example Questions

• "How do I create my first invoice?"
• "What VAT rate should I use for restaurant services?"
• "When is the reverse charge mechanism required?"
• "How long must I keep invoices in Belgium?"
• "Validate VAT number BE0123456789"
• "Explain the structured communication format"

Language Support

DemBot automatically detects your language and responds in French, Dutch, English, or Romanian.

Billing & Payments

DEMFACT offers flexible pricing options.

Plans

Billing Page

Navigate to Billing (from your profile dropdown) to:

• View your current plan
• See remaining invoice credits (Pay Per Invoice plan)
• View payment history
• Upgrade or change your plan
• Buy more credits
• Access Stripe Customer Portal

Payment Methods

We accept:

• Credit/Debit cards (Visa, Mastercard, Amex)
• Bancontact
• iDEAL

All payments are processed securely through Stripe.

Profile Settings

Manage your account settings from the Profile page.

Personal Information

• First Name and Last Name
• Email - Your login email (changing requires verification)
• Phone - Contact number
• Language - Preferred interface language (EN, FR, NL, RO)

Security

• Change Password: Update your login password
• Two-Factor Authentication: Enable/disable 2FA

Theme

Toggle between Light Mode and Dark Mode using the sun/moon icon in the navigation bar.

Notifications

View all your notifications at Profile → Notifications:

• Click a notification to mark it as read and follow its link
• Click Mark All as Read to clear all

Belgian VAT Rates Reference

Quick reference for Belgian VAT rates (2024):

Important Deadlines

• Invoice Issuance: By the 15th of the month following delivery (B2B)
• Monthly VAT Return: By the 20th of the following month
• Quarterly VAT Return: By the 20th of the month following the quarter
• Record Keeping: 7 years (10 years for real estate)

Mandatory Invoice Elements

According to Belgian law (Art. 5 AR TVA/KB BTW), every invoice must contain:

1. Sequential invoice number
2. Invoice date
3. Supplier name, address, and VAT number
4. Client name, address, and VAT number (if applicable)
5. Description of goods/services
6. Quantity and unit price (excl. VAT)
7. VAT rate(s) and amounts per rate
8. Total excl. VAT, VAT amount, and total incl. VAT
9. Payment terms and due date
10. Bank details (IBAN, BIC)