Manual / Integrations

InvoiceXpress (Portugal — certified invoicing)

Updated on 2026-07-11

InvoiceXpress is the integration BedFlow uses to issue legally valid Portuguese invoices for your Alojamento Local (AL). Portugal only allows invoicing through the Portal das Finanças or through software certified by the Autoridade Tributária (AT). BedFlow therefore drives InvoiceXpress (AT certificate nº 192): you do nothing, and every guest automatically receives a correct fatura-recibo with ATCUD code and QR code.

What the integration does

  • A fatura-recibo per stay, automatically on full payment or at check-out (configurable) — including OTA bookings where Booking.com or Airbnb collects the payment.
  • ATCUD + QR code on every document, as legally required.
  • Automatic reporting to the AT (e-Fatura) — InvoiceXpress forwards every document; you never file anything manually.
  • Credit note when an already-invoiced stay is cancelled or refunded, referencing the original document.
  • SAF-T export for your accountant, straight from InvoiceXpress.
  • PDF to the guest: via the BedFlow guest email (with your branding) or via InvoiceXpress itself.
  • Quota monitoring: BedFlow counts your documents per month and warns you before the month starts if your plan is too small for the expected check-outs.

Important: the invoice is always issued to the guest, never to Booking.com or Airbnb — even when the platform pays you out. That is the Portuguese rule. The invoice amount is the full amount the guest paid; OTA commissions are not deducted.

What you need

  1. Your own InvoiceXpress account — the issuer of the invoices is your NIF, so every host has their own account.
  2. Your AL registration number (e.g. 12345/AL) and the fiscal address of the property.
  3. Access to the Portal das Finanças (or an accountant who handles it) for the AT connection.

Step 1 — Create an InvoiceXpress account

  1. Go to invoicexpress.com and pick a plan (see pricing below — the free plan is enough to start).
  2. Register with your email address and enter your business details with your NIF as issuer.
  3. Choose an account name: this becomes your subdomain, e.g. myaccount in https://myaccount.app.invoicexpress.com. You will need it in BedFlow.

Pricing (July 2026, excl. VAT, per month)

| Plan | Documents/month | Price | |---|---|---| | Grátis | 1 | € 0 (no support) | | X3 | 3 | € 3 | | X10 | 10 | € 9 | | X20 | 20 | € 14 | | X30 | 30 | € 18 | | X100 | 100 | € 24 | | X500 | 500 | € 29 |

  • Credit notes count towards the monthly quota.
  • Every plan includes API access, ATCUD, QR codes, SAF-T and AT communication.
  • Billing cycle of your choice (monthly/semi-annual/annual), no lock-in. Upgrades apply immediately, downgrades only at the end of the cycle — pick a monthly cycle if your rental is seasonal.
  • Seasonal tip: mostly renting in July–August? Stay on Grátis off-season and switch to a monthly X3 or X10 before the season. BedFlow automatically warns you when the expected check-outs exceed your plan limit.

Note: an account in its trial period cannot communicate with the AT yet. Choose a subscription first (the free plan counts too) before registering your série.

Step 2 — Get your API key

In InvoiceXpress: Conta → Integrações → API (direct: app.invoicexpress.com/users/api). There you find your account name and API key. Never share the key — BedFlow stores it encrypted.

Step 3 — Connect in BedFlow

Go to Settings → Integrations → Accounting → InvoiceXpress → Configure. The wizard walks you through:

  1. Account: account name + API key. BedFlow tests the connection live.
  2. Fiscal details: your NIF, AL number, fiscal address and VAT regime.
  3. Série & AT: see steps 4 and 5 below.
  4. Issuing settings: when to invoice (on full payment, or at check-out — choose check-out when an OTA collects the payment) and how the PDF reaches the guest.
  5. Plan: record which InvoiceXpress plan you have, so quota monitoring is accurate.

Which VAT regime?

  • IVA 6 % — the reduced accommodation rate on mainland Portugal (5 % Madeira, 4 % Azores).
  • Exemption art. 57 CIVA (M10, 0 %) — only for small businesses under the isenção regime. Careful: since 1 July 2025 non-residents can no longer use this exemption — if you don't live in Portugal, you invoice at 6 %. In doubt? Ask your accountant.

Step 4 — Create an AT sub-user (one-off)

InvoiceXpress can only register séries and forward invoices once it may talk to the AT on your behalf. For that you create a sub-user (subutilizador) in the Portal das Finanças:

  1. Log in at portaldasfinancas.gov.pt with your NIF.
  2. Find "Gestão de Utilizadores" → create a new subutilizador.
  3. Grant it these two permissions:
    • WSE — Comunicação e gestão de séries por webservice
    • WFA — Comunicação de dados de faturas
  4. Note the username (your NIF + / + number) and the password.
  5. Enter them in InvoiceXpress under Configurações → Comunicação AT.

Prefer to let your accountant handle this? It usually takes them 10 minutes.

Step 5 — Register the série

Every Portuguese document belongs to a série (document sequence) that must be registered with the AT beforehand — that is what produces the ATCUD code. In the BedFlow wizard one button creates a série and registers it with the AT. Without a registered série BedFlow deliberately blocks activation: a document with ATCUD "N/D" is not legally valid.

Step 6 — Activate

Switch the integration to active. From then on everything is automatic:

  • Trigger reached (payment or check-out) → BedFlow creates the document in InvoiceXpress, finalises it (number + ATCUD + QR), fetches the PDF and delivers it to the guest.
  • Guest NIF: enter it on the guest profile (VAT number field). Below € 1,000 the document may go out without a NIF (name + country suffices); from € 1,000 identification is mandatory — BedFlow parks the document until you add a NIF or passport number.
  • Guest invoicing to their company? Also fill in the company name on the guest profile — the fatura is then issued to the company (a company NIF starts with 5).
  • Cancellation/refund of an invoiced stay → automatic credit note referencing the original.
  • Quota full or an error? The document is parked in the retry queue and you get a notification with the reason (e.g. "plan limit reached — upgrade, then click retry"). An invoice never disappears silently.

Frequently asked questions

Do I still need to file anything with the AT? No. InvoiceXpress reports every document automatically (e-Fatura). Export the SAF-T for your accountant from InvoiceXpress.

Can I edit an issued invoice? No — finalised documents are legally immutable. Corrections always go through a credit note + new document. BedFlow does this automatically on cancellations.

What about tourist tax? When invoicing at 6 % the tourist tax is included in the accommodation amount; for exempt hosts it appears as a separate 0 % line.

Does this apply to my Belgian property too? No — this integration only appears for properties in Portugal. For Belgium use Yuki, Billit or Octopus.

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