In some countries the legal invoice must come from an official or authorised system, such as a CFDI in Mexico, issued with the SAT's own tool or by an authorised provider. DivePilot cannot issue that invoice. There it issues a numbered payment confirmation (in Indonesia, an invoice), and the Invoices & receipts tab of the settings names your country's official tool, with a link. The countries with such a tool are listed on Invoicing by country.

Step by step

  1. Settle and close the bill in DivePilot as usual. DivePilot issues its numbered document, see Invoices and credit notes.
  2. Issue the official invoice in your country's tool, or with the provider you use for it, for the same buyer and amounts.
  3. Copy the code the official system gives that invoice, such as the folio fiscal (UUID) of a CFDI in Mexico.
  4. In the Documents card of the bill, or on the Invoices & receipts page of the menu (titled Payment confirmations & receipts where DivePilot issues payment confirmations), open the menu of the document's row and choose Official invoice number. Paste the code and press Save number.

The number then shows in the document's row, in the bill's Documents card, on that page and on the guest's Bills tab. Entering a number needs the permission Issue invoices.

The action only appears where your country has an official tool, and only on payment confirmations and their corrections (in Indonesia, on invoices and credit notes), never on receipts. Where the code has a fixed form in your country, DivePilot refuses a code that does not match it and names the code it expects.

In some countries

  • Mexico: sales to guests who ask for no CFDI of their own go on a CFDI global for the period, as the SAT allows (RMF 2026, regla 2.7.1.21). Enter its folio fiscal (UUID) on every payment confirmation it covers; the same UUID may stand on several documents.
  • South Korea: guests get a card slip or a cash receipt. A tax invoice is issued in NTS Hometax only when a business buyer asks for one; enter its 국세청 승인번호 (the NTS approval number) on that buyer's payment confirmation.
  • Indonesia: only a dive centre registered as a PKP issues a Faktur Pajak in Coretax, for a business buyer; enter its Kode dan Nomor Seri Faktur Pajak, the 17 digits of its transaction code, status code and serial number, on that buyer's invoice. A sale to a guest has no Coretax number.
  • Brazil: issue the NFS-e in the Emissor Nacional NFS-e or, where your city still runs its own NFS-e system, in that system; both give the same 50-character chave de acesso. Paste it as you copied it: DivePilot drops spaces and a leading NFS, NFSe or NFS-e label before it checks the 50 characters.
  • Chile: a sale to a guest takes a boleta electrónica, from SII's boleta service or with a card voucher; a business buyer with a RUT takes a factura electrónica. Enter the folio of either.
  • Kenya: enter the CU Invoice Number that KRA eTIMS prints on the invoice or receipt.
  • Italy: a guest gets a documento commerciale from your RT till or approved software. When a customer asks for an invoice, issue the fattura elettronica in Fatture e Corrispettivi, the Agenzia delle Entrate's free service, or with your provider, and enter its identificativo SdI, the number the SdI gives it, on that customer's payment confirmation.
  • Greece: issue the receipt or invoice in AADE timologio, on a certified fiscal device or with a licensed provider, and enter the MARK that myDATA gives it.

Documents still missing a number

Where your country has an official tool, the Invoices & receipts page of the menu has the filter Missing official number. It lists the payment confirmations and their corrections (in Indonesia, the invoices and credit notes) that have no official number yet. Go through it at the end of the day, and once more before you send the month to your accountant. In South Korea, Indonesia and Italy the filter is not offered and no document is marked as missing a number, because the official invoice exists there only when a business buyer asks for one, in Italy when a customer asks for an invoice.

No official invoice required

In Panama, Colombia, Ecuador and Costa Rica some businesses need not issue the official electronic invoice for a sale, so a document can be marked as needing none. It then leaves the Missing official number filter and no longer shows "No official number". Who may use it:

  • Colombia: a natural person who is not responsible for IVA (no responsable de IVA, Estatuto Tributario art. 437) need not invoice (Res. DIAN 165/2023 art. 8).
  • Ecuador: a negocio popular under the RIMPE may give a nota de venta instead of an electronic invoice.
  • Costa Rica: a business in the Régimen de Tributación Simplificada need not issue comprobantes electrónicos unless it opted in (Decreto 44739-H art. 7).
  • Panama: a business that invoices on an authorised fiscal printer (equipo fiscal) instead of the electronic invoicing system (Decreto Ejecutivo 25/2022).

To mark a document, choose Official invoice number on it, then Mark as no official invoice required, write the reason and press Mark as not required. The reason, who marked the document and when stay in its history and in the Activity log, as for a number; keep guest details out of the reason. Undo in the same window takes the mark back: a document whose number the mark replaced gets that number back, any other is missing its number again. A number entered later replaces the mark, and marking a document that has a number replaces the number; the history keeps it. The mark is neither printed nor emailed, and a receipt never takes it. In the exports the official_reference column stays empty for such a document and the official_invoice_not_required column holds the reason. It needs the permission Issue invoices.

Correcting a number

You can replace a number, for example after a typo: choose Official invoice number again. DivePilot then asks for a Note saying why. The document shows the current number; its history keeps the earlier one, with who entered each and when. Keep guest details out of the note: it stays with the document, also after a guest's data is erased.

What changes, and what does not

The PDF DivePilot stored when it issued the document never changes, so the official number is not printed on it. The number shows in the app, in the exports, and in the email whenever you send the document after entering it.

For your accountant

The documents CSV ends with two columns: official_reference, with the current official number of each document, empty where a document has none, and official_invoice_not_required, with the reason of a document marked No official invoice required. Where your country has an official tool, the zip of a month's PDFs also holds an index.csv, which lists each file with its document's number, kind, current official number and that reason. See Exports for your accountant.

Note: The official invoice is the legal record, not the DivePilot document. DivePilot keeps the two numbers together; it sends nothing to the tax authority or to your provider.

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