Documentation
invoices.mt documentation
Everything you need to run compliant invoicing in Malta - every feature, how it works, and how to get the most out of it.
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Introduction
invoices.mt is AI-powered invoicing software built specifically for Maltese freelancers, sole traders and small businesses. Describe a job in plain English (or drop in a file) and it produces a VAT-correct, legally compliant invoice - then helps you get paid online. This documentation explains how every feature works.
If you just want to get going, jump to the Quick start. Otherwise the cards below map to the rest of these docs.
Quick start
From zero to your first paid invoice in five steps:
- Create your account at invoices.mt/signup - free, no card required.
- Complete onboarding - pick your business type, set your Malta VAT status (Article 10, Article 11, flat-rate or not registered) and your default currency. This decides how VAT is applied to every document.
- Finish your business profile under Settings → Business profile: registered name, address, VAT number and logo. These appear on every invoice and are required for a compliant tax invoice.
- Create an invoice - open the generator, describe the job in plain English, review the draft and save.
- Send & get paid - email it to your client; if you've connected Stripe, they can pay by card straight from the invoice.
Business & VAT status
Your business details and VAT status drive compliance, so set them before issuing real documents. Everything lives under Settings.
- Business profile - registered name, trading name, company registration number, address, email, phone, website and logo.
- VAT & tax - your VAT status, VAT number and (optionally) your EXO number for computerised fiscal receipts.
- Invoice defaults - default currency, VAT rate, payment terms, notes, number prefix and template applied to every new document.
- Payments - the manual payment methods (bank transfer, Revolut, PayPal, Wise…) printed on your invoices, plus your Stripe connection for online card payments.
AI generation
The fastest way to invoice. In the generator, type what you did in plain English and the AI drafts a complete invoice or quote - client, line items, the right Maltese VAT rate per line, discounts, dates and totals.
For example: Invoice Borg Trading for a brand identity package €3,200 and a website build €5,450 at 18% VAT, plus a printed booklet €780 at 5%. Apply a 3% discount. Due in 30 days.
Generating from a file
Instead of (or alongside) a prompt, attach a PDF, image (PNG/JPG/WEBP), CSV or Excel file - a supplier list, a receipt, a photo of a handwritten note, an old invoice - and the AI extracts the line items for you. Images and PDFs are read with vision; spreadsheets are parsed to text.
AI credits
Each generation (prompt and/or file together = one call) uses one AI credit. Monthly allowances: Free 3, Pro 50, Business 200, Agency effectively unlimited. Credits reset on the 1st of each month. You're always shown a confirmation with the credits remaining before a generation runs, and you can edit or build any document manually for free.
The editor & line items
Every document - AI-generated or built by hand - opens in the same editor with a live preview. Click any section of the preview to edit it.
- Client - pick an existing client or type a new one (name, VAT number, email, address). New clients from an AI draft can be saved to your client list or kept one-off.
- Line items - description, optional subtitle, quantity, unit price, and a per-line VAT rate (18 / 12 / 7 / 5 / 0%). A 0% line reveals a required exemption-reason field.
- Discounts - per line (% or fixed €) and an invoice-level discount, allocated across VAT rates pro-rata so each rate's taxable base is correct.
- Dates - issue date, supply date and due date (from your payment terms). Quotes carry a valid-until date instead.
- Template & currency - choose one of four layouts and the document currency (EUR default; GBP, USD and more for overseas clients).
- Payment methods, project reference and notes - shown on the document for your client.
Totals (subtotal, per-rate VAT, discount and grand total) are recomputed by the app every time you change a line, so the preview always matches the invoice that's saved.
Compliance checks
As you build a document, a live compliance checklist verifies the particulars Maltese law expects on a tax invoice (VAT Act, Cap. 406) - before you can send. It flags, in real time:
- Your registered business name, address and VAT number.
- The customer's name, and their VAT number when billing a VAT-registered business (B2B / reverse charge).
- At least one line item with a description and amount, each line described.
- VAT shown and totalled per rate, with an exemption reason stated on any 0% line.
- A unique sequential number and the issue/supply dates (handled automatically).
Each item is actionable - clicking a failing check jumps you straight to the field that needs fixing. For a quote, most supplier particulars are advisory rather than required, since a quote is a commercial estimate, not a fiscal document.
Quotes & estimates
Pro+ Quotes work like invoices but are marked as estimates and carry a valid-until date. Generate or build them the same way, then send your client a hosted quote page where they can Accept, Decline or download the PDF.
When a client accepts, the quote is marked converted and an invoice is created automatically from it (linked back to the quote), ready to send. No VAT is due until the quote is accepted and the invoice issued.
Quotes and estimates live under Estimates & Quotes in the app. On the Free plan the area shows an upgrade prompt.
Recurring invoices
Pro+ Turn any invoice into a schedule that bills automatically - ideal for retainers and subscriptions. Set the frequency (weekly, fortnightly, monthly, quarterly or yearly), choose whether each new invoice is auto-sent or created as a draft for your review, and an optional end date.
A daily job generates each due invoice from the template - copying the line items, recomputing totals and assigning the next sequential number - then advances the schedule. You'll see a notification each time one is created or sent.
VAT rates & exemptions
invoices.mt supports every Maltese VAT rate, applied per line item:
| Rate | Typical use |
|---|---|
| 18% | Standard rate - most goods and services. |
| 12% | Reduced - e.g. certain healthcare, securities/credit management, the hire of pleasure boats. |
| 7% | Reduced - licensed accommodation and registered sporting facilities. |
| 5% | Reduced - e.g. electricity, printed matter, confectionery, some medical accessories. |
| 0% / exempt | Zero-rated or exempt supplies - requires a stated legal reason on the line. |
VAT is broken down and totalled per rate on the document, in EUR, exactly as a compliant tax invoice requires. Any invoice-level discount is allocated across the rates pro-rata before VAT is computed.
Article 10, 11 & flat-rate
Your VAT status sets whether VAT is charged at all:
- Article 10 - fully VAT-registered. You charge VAT, can reclaim input VAT, and your invoices show VAT per rate.
- Article 11 (small undertaking) - exempt. Turnover up to the €35,000 unified annual threshold (in force from 1 January 2025, replacing the earlier separate goods/services thresholds). Your invoices show no VAT and carry the Article 11 exemption note automatically. The app tracks your turnover against the threshold and warns as you approach it.
- Flat-rate scheme - charges VAT under the applicable flat-rate rules.
- Not registered yet - no VAT is shown; switch your status in Settings once you register.
Numbering & multi-currency
Sequential numbering is a Maltese legal requirement and is handled for you: each invoice, quote and receipt gets the next number in an unbroken sequence (with your chosen prefix, e.g. INV-2026-0042) the moment it's saved - no gaps, no duplicates.
Multi-currency - EUR is the default for Maltese businesses, and you can issue a document in GBP, USD or other major currencies with a per-document currency selector for overseas clients.
Sending & email
Send any invoice or quote by email straight from its page. The email uses your email template, carries a branded button to the hosted document, and can optionally attach the PDF. Delivery is tracked: the document moves to sent, then viewed when your client opens it.
You can also copy the share/pay link and send it yourself, or download the PDF to attach manually.
The hosted invoice page
Every document has a secure public page (a long, unguessable link) that your client opens without logging in. It shows your branding, the full invoice with the VAT breakdown, a Download PDF button and - if you've connected Stripe - a Pay button.
Opening the page marks the invoice viewed; paying marks it paid. If you withdraw (delete) a document, its link stays live with a "withdrawn" banner and payment disabled, so a client is never left on a dead link.
Online card payments
All plans Let clients pay invoices by card or Apple Pay in EUR, with the money settling into your own Stripe account - invoices.mt never holds your funds.
Connecting Stripe
Go to Settings → Payments and connect Stripe (a guided onboarding on Stripe's side). Once your account can accept charges, each invoice can carry a Pay button. Until then, the hosted page shows your manual payment details instead.
Fees
invoices.mt adds a small application fee on each online payment, on top of Stripe's own processing fees (which you pay as the merchant of record):
| Plan | invoices.mt fee on online payments |
|---|---|
| Free | 2.0% |
| Pro / Business / Agency | 0.5% |
This is how the Free plan is funded. The fee is shown before you enable payments, and the lower paid-plan rate usually pays for the subscription itself once you're collecting online. See also: getting paid faster.
Marking paid & receipts
An invoice is marked paid automatically when a client pays online, or you can mark it paid manually (e.g. after a bank transfer). On payment, a sequentially-numbered receipt (e.g. RCP-2026-0001) is created and the receipt email is sent to your client. Receipts live under Receipts and can be viewed, printed or saved as PDF.
If you've set your business email, you also get an owner payment-notification email when an invoice is paid.
Payment reminders
Chase overdue invoices without lifting a finger. Reminders come in two flavours:
- Automated Pro+ - configure up to three before-due steps and three overdue steps under Settings → Automated reminders, each with its own timing, subject and body. A daily job emails the right step on the right day, once, to clients with unpaid invoices.
- Manual All plans - from any invoice, send a one-off reminder or overdue notice. A preview modal is pre-filled from your template; you can edit it, toggle the button and choose whether to attach the PDF before sending.
Every reminder (automated or manual) is recorded on the invoice timeline, and reminders are de-duplicated so a client is never emailed the same step twice.
Clients
Keep a client book under Clients: company/contact name, VAT number, email and address. Each client has a detail page showing lifetime value, paid and outstanding totals, with quick actions to start a new invoice or edit details. Clients you create from an AI draft can be saved here or kept as one-off.
Expenses & vendors
Record what you spend so your reports and VAT return are complete. An expense captures the vendor, category, net amount, Maltese VAT rate, payment method and status - VAT is computed for you (e.g. €30 net at 18% → €5.40 VAT → €35.40). You can also generate expenses from a receipt photo or PDF with AI.
Vendors are created automatically from your expense payees and track total spend; you can also add them manually under Vendors.
Reports
Seven tax-ready reports under Reports, each with period selectors and CSV / PDF export:
| Report | What it shows |
|---|---|
| Profit & Loss | Income less expenses for the period (accrual basis). |
| VAT Return (Malta) | Output tax vs input tax → net VAT payable to the CfR. |
| Aged receivables | Outstanding invoices bucketed by how overdue they are. |
| Revenue by client | Income ranked by client, billed vs paid. |
| Expense summary | Spending by category and vendor, net of reclaimable VAT. |
| Cashflow & forecast | Money in vs out (cash basis) with a next-period projection. |
| Audit log | Immutable, append-only record of every action on your documents. |
The Dashboard summarises the headline numbers - outstanding, paid this month, overdue, average days to pay - with a revenue chart.
Email templates
All plans Edit the wording of the invoice, quote and receipt emails under Settings → Email templates. Insert dynamic tags - {businessName}, {clientName}, {invoiceNumber}, {amountDue}, {dueDate}, {payLink} and more - which are filled in when the email is sent. A live preview shows the result, and you can customise the call-to-action button (label, show/hide) per template. The same applies to reminder steps.
Branding & logo
Pro+ Make documents yours under Settings → Branding: upload your logo and choose your brand colour, applied to invoices, quotes and the hosted pay page. Paid plans also remove invoices.mt branding (white-label). Your logo appears on a white card inside emails so it renders cleanly in any inbox.
Team seats
Business+ Invite teammates under Settings → Team & seats. Business includes 3 seats; each additional active member or pending invite is €8/month, added to your subscription with proration. Roles:
- Owner / Admin - can manage the team, billing and the whole workspace.
- Member - works in the workspace but can't manage the team or billing.
Invites are emailed and link the person to your workspace on their next sign-in. Removing a member frees the seat; the invoices they created stay in your workspace. Seats are pooled across all your business entities - one person counts once.
Business entities
Business+ Run several businesses from one login. Add an entity under Settings → Business entities and switch between them; each is a fully separate workspace with its own invoices, clients, VAT number and data - nothing leaks between them.
Your one Business (or Agency) subscription covers every entity you own - no separate upgrade per business - and team seats are pooled across them. Billing for all of them is managed from your main workspace.
Account & security
Manage your personal account under Settings → Account and Settings → Security: your name, connected social sign-ins (Google, Microsoft, Apple - link/unlink), and your password (set or change, re-authenticating first). Your login email is fixed. Two-factor authentication is on the roadmap.
Forgotten your password? Use the reset link on the login page.
Plans & pricing
Prices in EUR. Full comparison on the pricing page.
| Plan | Price | Highlights |
|---|---|---|
| Free | €0 | 5 invoices/mo, 3 AI generations, Malta VAT engine, online payments (2% fee). |
| Pro | €18/mo · €180/yr | Unlimited invoices, 50 AI generations, quotes, recurring, reminders, branding, 0.5% fee. |
| Business | €39/mo · €390/yr | Everything in Pro + 200 AI generations, 3 seats (€8/extra), multiple entities. |
| Agency | Custom | Unlimited AI, custom seats, white-label - contact sales. |
Yearly plans are billed at 10× the monthly price (two months free).
Subscription & billing
Manage everything under Settings → Plan & billing (owner/admin only).
- Upgrade or switch - changing between paid plans happens in place with proration; you're never double-billed.
- Downgrade - moving to a single-seat plan (Pro or Free) while you have teammates is blocked until you remove the extra members first; their invoices stay in the workspace.
- Manage billing - opens the Stripe portal to update your card and view past invoices.
- AI credits reset on the 1st of each month; usage is shown on the billing page and in the top bar.
Refunds follow the Refund Policy - broadly, a 14-day refund on your first subscription payment.
Security & your data
Your data - and your clients' data - is encrypted in transit and at rest, hosted in the EU, and handled in line with the GDPR. Payments are processed by Stripe; invoices.mt never sees or stores raw card details. Each business's data is isolated from every other. See Security and GDPR for detail.
Deleting & records
Deleting a document is a soft delete: it's withdrawn from your active records and scheduled for permanent removal after a 90-day grace window, during which you can reinstate it. Paid documents are extra-protected - removing one requires an explicit confirmation, emails your client a copy, and is recorded in the immutable audit log. This keeps a tamper-proof trail and helps you meet the Maltese requirement to retain records for at least six years. Export any report to CSV/PDF for your accountant at any time.
Disclaimer & responsibility
The app helps you produce documents and applies Maltese VAT rules as configured, but you are responsible for the accuracy and legality of what you issue - including choosing the correct VAT status and rates, the figures on each invoice, your VAT registration and returns, and your record-keeping and filing obligations. AI-generated content can contain mistakes; always review a document before sending it.
The service is provided "as is", without warranties, and invoices.mt accepts no liability for any loss, penalty, tax assessment or damage arising from your use of it. If anything is unclear or material to your tax position, consult a qualified Maltese accountant or the Malta Tax & Customs Administration. Your use is governed by our Terms of Service, which include the full disclaimer and limitation of liability.
Getting help
Support scales with your plan: documentation and the FAQ on every plan, email support on Pro, priority support on Business, and onboarding + SLA on Agency. Open a ticket from the in-app help panel, or email us.