Frequently asked questions
FAQ concerning the Saphety Invoice Network Platform, for Sending Invoices
I need help with
Registration
What data do I need to register?
To register the company you need the VAT number of the company, the code of the company registration and a copy of the national identity card of one of the managers or legal representatives of the company, if it is a foreign entity the Passport can be used as an identification document. Registration is done through an e-mail account that will later be used to log into the application.
Can any company employee register?
Yes, as long as you have the necessary documentation and data to do so.
Is there a limited number of users per company?
The solution allows having 5 users per company. At the time of registration, only 1 user is created. After approval of the registration, you must request the creation of additional users via https://www.saphety.com/ajuda or by email to invoiceeletronica@saphety.com
How much time does it take to register my company?
After filling in all the requested data, and submiting the request, our team will validate all the information and, within a maximum period of 8 working hours, the registration process will be complete.
Is it possible to register as a sole trader or register a non-profit association?
Yes, it is possible to register as a sole trader. Entities that do not have a permanent certificate (e.g. non-profit associations) must attach a document proving that the citizen’s card presented belongs to one of the company’s managers (e.g. record of appointment of the president).
In the Certificate code field, enter the VAT number.
Is it possible to register a group (several VAT numbers)?
No. Each company must be registered individually for the services requested.
No. Each company must be registered individually and with its own e-mail address.
Plans
Which are the available plans?
Electronic Invoice Plans, monthly subscription, whose number of documents included varies between 2 and 500 invoices (month). Suitable for sending to customers in the public sector (mandatory) and companies already prepared to receive electronic invoices.
PDF Invoice Plans, with annual subscription, whose number of documents included varies between 500 and 5000 invoices (year). Suitable for sending invoices in PDF in accordance with the new legislation and in which the customer does not yet require electronic invoicing.For higher volume needs, systems integration requirements, or receipt of invoices, we have complementary offerings available. If these plans do not suit your company, please contact us.
The plan I choose is valid for how many days?
Your Electronic Invoice Plan will be valid for 30 consecutive days. If the number of documents is exhausted before 30 days, you must cancel the subscription and make a new one.
Your PDF Invoice Plan will be valid for one year. If the number of documents is exhausted before 365 days, you must cancel the subscription and make a new one.
Note: the balance of unused documents does not carry over to future plans.
Which payment methods are available?
The available payment methods are the credit or debit card, ATM or MB Way.
How does auto-renewal work?
If you wish to automatically renew your monthly subscription, you must select the credit card payment method.
Is it possible to register the same e-mail in different companies?
The SIN Portal is a prepaid service, it is only renewed/billed when subscribing to a new plan.
In case the subscription is made using the credit card payment method, you must ensure the cancellation of the automatic renewal (action to be carried out on the platform).
In this way, the service is suspended, it can be reactive at any time, simply by purchasing a new plan. If you want to change the payment method, you must access the SIN Portal and cancel the authorization for debiting the credit card.
If you wish to cancel the account and user(s), submit the request via https://www.saphety.com/ajuda or by email to invoiceeletronica@saphety.com
Sending Documents
Can I import my data from other software?
Invoices might be imported from other softwares. This is possible using an XML file, in the CIUS-PT format. Check that your billing system produces this file. In case your system does not produce this file, the alternative is to manually fill in the invoice data. Note that the invoice PDF is always required in either case.
Can I send documents from my invoicing software?
If you are looking for an integrated solution in your invoicing software, contact your supplier, check our Partner network, or if you have development resources, register with our API to implement automatic integration independently.
How to send invoices manually?
To send your invoice in the mandatory structure just login, upload your invoice PDF (extracted from your billing system), fill in the mandatory fields on the form and send it.
Follow the link to watch a demo – https://www.youtube.com/watch?v=qTcUC3cW3pQ
How can customers receive my documents?
Your client will receive the documents by integration or by email, depending on the option selected by him. If your customer is part of the Saphety network, you can receive the document directly on your billing system.
Is there a recommended browser for this solution?
We recommend using the Google Chrome browser for a better browsing experience.
Does the current month's document balance carry over to the following month?
In the Electronic Invoice plans, of monthly subscription, the balance of documents does not carry over to the following month.
In PDF Invoice plans, with annual subscription, the balance of documents can be used over the period of 12 (twelve) months.
Clients
Who are the receiving entities on the Saphety Invoice Network?
The receiving entities belong to the Portuguese public and private sector and you can preview the the list of some of our clients.
Can I send invoices to all of my customers?
Yes, you can send invoices to all your customers, provided that, for non-integrated customers, you have their destination email validated and accepted by the customer.
There are two ways to communicate your documents on the SIN portal:
- If the invoice recipient is a public entity or a private entity with a defined integration process, it must be sent in data format. The plan you should subscribe to is the Electronic Invoice;
- If the recipient is a customer without a data integration process, the documents must be sent in PDF format using a Qualified Electronic Signature. The plan you should subscribe to is PDF.
Can I have different plans subscribed/active at the same time?
Yes, the plans are consumed from your account, depending on the format you send to each of your customers.
What customer data do I need to send my invoices?
Mandatory data includes VAT number, Address and Email. For more details, you can preview the document submission form, under New Invoice.
What does it mean to connect to another network?
Some of the invoice recipients are accessible through a network other than Saphety.You can find that list here(*). However, through interoperability agreements, Saphety guarantees the delivery of invoices to these customers in a fully integrated and automatic manner, complying with legal or business requirements in force.
The entities marked with (*) are already available to receive invoices, however a connection request to the network they belong to must be previously asked.
What steps are necessary to activate the connection to other networks?
When logging into Saphety’s Invoice Network platform, you will find the option “Networks” on the side menu. By accessing this area, you will have a list of “Networks” available to connect, depending on the receiving customers to whom you want to send your invoices, whose details can be consulted by clicking on a particular network. To activate one of the available networks you must “Request connection to the network”. Your connection request will be subject to approval, configuration and activation by the network. Once the activation is configured and approved, the status of the connection will be updated to “Connected to the network”, and you can start sending an electronic invoice to these entities in an integrated manner. Note: some requests for connection to networks may require the acceptance of specific “Terms and Conditions”, as well as the payment of an interoperability plan.
What is eSPap?
eSPap, which is the public administration shared services entity, manages the mandatory process of sending electronic invoices to public entities. In the eSPap network you will find more than 1,800 Portuguese public entities.
To send invoices to the entities of the eSPap network, it is necessary to comply with the onboarding process defined by the network. Saphety provides this service for free, making the onboarding for you through the platform.
See the video on how to make the request.
How can I send invoices to entities belonging to the eSPap network (FE-AP)?
To send invoices to entities belonging to the eSPap network, you must first establish a connection with this network. Saphety offers that connection without any extra costs.
When logging into Saphety’s Invoice Network platform, you will find the option “Networks” on the side menu. When accessing this area, you will have the list of “Networks” available to establish a connection where the “eSPap” network is available. To activate the connection, you must “Request connection to the network”. Your connection request will be subject to approval, configuration and activation by eSPap. Once the activation is configured and approved, the status of the connection will be updated to “Connected to the network”, and you can start sending an electronic invoice to these entities in an integrated manner.
See the video on how to connect to the eSPap network.