What your documents are in your country

DivePilot numbers and issues documents in every country, but what they are depends on the country of your dive centre. It is shown in the Country field of the Business & tax tab and was set when your account was created. See Business details and tax rates.

Three kinds of document

Which of the three your country gets, and the official invoicing tool where your country has one, is listed on Invoicing by country. That page is made from the same rules DivePilot uses, so it always says what the app does. Every country not listed there gets payment confirmations, and so does a dive centre without a country.

Where DivePilot issues payment confirmations, it cannot be the legal record of your sales. Every such document also says "This is not a fiscal receipt or tax invoice.", in the language of the document. Where your country asks for a certified fiscal system, such as an RT till (registratore telematico) for the documento commerciale in Italy or, for cash, a certified till with a security module in Germany, keep issuing the legal documents from that system; your till or fiscal system stays the legal record. In Spain, issue your invoices from your own invoicing software; Verifactu binds dive centres from 2027. In Portugal, DivePilot is not software certified by the Autoridade Tributária. A business bound by DL 28/2019 (turnover above EUR 50,000, or using invoicing software or keeping organised accounts, which covers every company) must give guests receipts and payment confirmations, whatever they are called, from certified invoicing software. Issue those from your certified program and use DivePilot's documents for your own records only. In France, Guadeloupe, Martinique and Réunion included, software that records customer payments must be certified or covered by the publisher's attestation (art. 286 I 3° bis CGI). DivePilot has neither, so Cash starts switched off; centres under the franchise en base (art. 293 B CGI) are outside this rule. The notes for Germany, France and Austria are in Payment methods.

The business details each needs

• Invoices: your Legal name and Address, and in some countries your Tax ID / VAT number too; the Invoices & receipts tab says whether yours does.
• Tax invoices: the same, and with Registered for VAT / GST switched on also your Tax ID / VAT number in the form your country uses, and in Thailand the Branch. In Australia the ABN is checked as the Australian Business Register checks it: 11 digits whose check digits add up, so a mistyped ABN is refused as not a valid ABN.
• Payment confirmations: nothing; a document names your legal name when it is set, else your dive centre's name.

While a required detail is missing or a tax ID does not have the right form, Issue invoice, Settle & close, Make receipt and the automatic receipts are refused with a message that names the field and points to Business & tax. Its Open Business & tax link lands on that field. Fill it in there and try again. The Invoices & receipts tab of the settings lists what your country needs and says when Business & tax has everything.

Registered for VAT / GST

Where DivePilot issues tax invoices, and in French Polynesia, where the switch decides the franchise en base note, and in the United Kingdom, the Netherlands and Cyprus, where it decides whether your invoices show VAT, Business & tax has a switch, Registered for VAT / GST, off by default. In some countries it names only the tax your country has, such as GST. Switch it on only if your business is registered to charge that tax.

• Off: DivePilot issues plain invoices titled "Invoice" (in Thailand "Invoice / ใบแจ้งหนี้"). Only your legal name and address are needed; a tax ID or branch is not required.
• On: DivePilot issues tax invoices and needs your tax ID (in Thailand also the branch), as listed above. In Japan the tax invoice carries your registration number (T-number); until you enter it, the invoice stays a plain invoice. In Sri Lanka only a buyer with a TIN gets a tax invoice, see below.

Tax invoices need the switch on. In French Polynesia the switch never leads to tax invoices: off, documents carry "TVA non applicable, franchise en base" and no tax lines, so while not registered, use 0 % rates; on, an invoice is a plain invoice without that note. In the United Kingdom, the Netherlands and Cyprus the switch is named "Registered for VAT", and the documents stay invoices titled "Invoice". On, they show VAT and your VAT number, which is then required: DivePilot refuses to issue while it is missing. Off, as for a UK business below the VAT registration threshold, a Dutch business in the small business scheme (KOR) or a Cypriot small business, they show no VAT at all - no VAT table, no "Prices include tax", no VAT amounts - because the law does not allow a business that is not registered to show VAT. In the other countries the switch does not exist.

The buyer on a tax invoice

Some countries want the buyer's name and address on a tax invoice from a certain amount, Thailand on every full tax invoice, Sri Lanka on every tax invoice, which goes there only to a buyer with a TIN, and the United Arab Emirates above AED 10,000 for a buyer with a TRN. When that applies, DivePilot asks for Invoice to with an address before it issues, and refuses the tax invoice until it is filled in; no number is used. The Invoices & receipts tab of the settings says from which amount your country wants them, and a tax invoice in another currency than that amount always asks for them, such as one in USD at an Australian dive centre. In the Maldives DivePilot instead compares a bill in another currency with MVR 5,000 at the exchange rate entered when issuing. Where a country wants them only for a buyer registered for the tax, DivePilot does not ask, because it cannot tell; fill in Invoice to yourself for such a buyer.

Thailand

• With the switch on, the Tax ID / VAT number has 13 digits.
• Branch is Head office (branch 00000) or a five-digit branch number. A company named under Invoice to can carry its own tax ID and branch too; its tax ID is checked only when a branch is given.
• Every label is shown twice, in the guest's language and in Thai, such as "Tax invoice / ใบกำกับภาษี", or "Invoice / ใบแจ้งหนี้" with the switch off. The line "This is not a fiscal receipt or tax invoice." never appears, because the document is the tax invoice.
• A tax invoice for a bill without Invoice to is an abbreviated tax invoice, with ใบกำกับภาษีอย่างย่อ in its Thai title. When Invoice to names a buyer, it is a full tax invoice, which needs the buyer's address. Abbreviated tax invoices are meant for retail sales; ask your accountant whether your dive centre may issue them.
• Tax invoices are issued in Thai baht only. If your dive centre's currency is another one, the settings say so and a tax invoice is refused.
• With the switch off, the correction of a plain invoice is titled "Invoice - correction / ใบแจ้งหนี้ - ฉบับแก้ไข" and is not a Thai credit note (ใบลดหนี้), which only a registered business may issue.
• For a service, VAT is due when you are paid, so a deposit needs its tax invoice. A deposit, also one paid online when the guest books, gets a receipt when Automatic receipts is on, and the tax invoice comes with Settle & close; when a registered dive centre needs it sooner, issue it with Issue invoice. A receipt is not a tax invoice. See Deposits for online bookings.

Other countries

• In Sri Lanka, with the switch on, a document is a tax invoice only when Invoice to names a buyer with a tax ID, the purchaser's TIN. That buyer needs an address, and the document prints "Supplier's TIN" and "Purchaser's TIN". Every other document, such as one to a guest, is titled "Invoice", and its correction "Invoice - correction". Both kinds take the number form of Gazette 2481/22 and show the date of supply.
• In the Maldives, a tax invoice on a bill in rufiyaa (MVR) from MVR 5,000 needs the buyer's name, address and tax ID (TIN) under Invoice to, so a bill to a guest without a TIN is refused from that amount. On a bill in another currency, such as USD, the same holds from MVR 5,000: DivePilot asks for the exchange rate to rufiyaa when issuing, uses it only to compare the bill with that amount and prints it nowhere, because the law asks for no amounts in rufiyaa on the invoice. The MVR 5,000 is the amount of the GST Act as consolidated to 31 August 2026. The refusal names every detail still missing at once: name, address and TIN.
• In the United Arab Emirates, a tax invoice above AED 10,000 to a buyer with a TRN needs the buyer's address. On a bill in another currency DivePilot compares the total with AED 10,000 at the exchange rate your staff enter for the tax total in AED.
• In Japan, where your prices include tax, a tax invoice works out the consumption tax of each rate once, from that rate's total, as the National Tax Agency asks. It can differ by a yen from the sum of the tax under each line. DivePilot supports Japanese dive centres with prices that include tax only, so Tax is added on top is shown but cannot be chosen, whether your business is registered or not. A new Japanese dive centre starts with Prices include tax.
• In South Africa tax invoices are issued in rand only; a tax invoice on a bill in another currency is refused.
• In Singapore a credit note names the buyer's name and address, as IRAS asks. When it goes to the guest and Invoice to gives no address, it prints the guest's address on file; with none on file it is still issued.
• In the United Arab Emirates a registered dive centre's credit note is titled "Tax credit note" and states its values before VAT: "Value before this note, excl. tax", which is the invoice's value after any earlier credit notes on it, "Correct value, excl. tax" and "Difference, excl. tax".
• In the United Arab Emirates, South Africa, the Seychelles and Grenada the law words the title in English, so a document in another language shows the English title beside its own, such as "Rechnung / Tax invoice" on a German one.
• In Argentina every payment confirmation, its correction and every receipt carries a boxed "X" and "DOCUMENTO NO VALIDO COMO FACTURA" at the top of each page, as the law asks.
• In Canada, a dive centre in Quebec must issue its invoices and receipts in French. A document is in the guest's language, so set the Language of your guests to French, and the Default customer language on the Dive centre tab under Settings.

The official invoice number

In some countries the legal invoice must come from an official or authorised system, and the government offers a tool for it, such as the SAT in Mexico. There DivePilot issues a payment confirmation (in Indonesia, an invoice), and the Invoices & receipts tab of the settings names the tool with a link. Issue the legal invoice in that tool, or with the provider you use for it, and enter its number in Official invoice number on the DivePilot document, so you can see which documents still miss one and give both numbers to your accountant. A payment confirmation and its correction take the number, in Indonesia an invoice and a credit note; a receipt never does. In South Korea and Indonesia the official invoice exists only when a business buyer asks for one (in Indonesia, the Faktur Pajak of a dive centre registered as a PKP), and in Italy only when a customer asks for an invoice (a fattura elettronica through the SdI; a guest otherwise gets the documento commerciale of your RT till), so enter its number only on that buyer's documents; the others are not marked as missing one. The number is the identificativo SdI in Italy and, in Greece, the MARK that myDATA gives a receipt or invoice. In Panama, Colombia, Ecuador and Costa Rica a document can instead be marked No official invoice required, with the reason, where your business need not issue one. The PDF DivePilot stored stays as issued; the number shows in the app, the exports and the document email. See Link the official invoice.

The rules a document keeps

The rules in force when a document is issued are stored with it. If DivePilot later changes what a country gets, documents already issued stay as they were. The same holds for your business details: changing them changes only documents issued afterwards. An online payment is a payment like any other: it gets the same receipt and the same invoice as one taken at the desk, and an online refund or a dispute never changes a document.

In the settings

The Invoices & receipts tab says in plain words what DivePilot issues in your country and what it needs, and names the official invoicing tool where your country has one. See Invoices and credit notes.

Note: These rules describe what DivePilot prints. They are not tax advice: ask your accountant what your dive centre must issue, and keep your own fiscal system where the law requires one.