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Bank Accounts

Overview​

Bank Accounts stores your payment details for inclusion on invoices. You can add multiple accounts and set one as the default for automatic inclusion on all invoices.

Supported Payment Methods​

docs101 currently supports bank transfer (SEPA/wire transfer) as the payment method on invoices. Support for additional payment methods such as PayPal, credit card, or cash is planned for a future release.

Why does the payment method matter?

Modern e-invoicing requires that the payment method stated on an invoice accurately reflects how the customer actually pays. If a customer pays by PayPal, the invoice must include the PayPal transaction details. If a customer pays in cash, the invoice must state that — including a reference to the payment once received. Simply printing a bank account number on every invoice is not enough when the actual payment happens differently. This ensures transparency and allows invoices to be processed automatically by accounting software.

Accessing Bank Accounts​

  1. Go to Administration > Bank Accounts
  2. View, add, edit, or delete accounts

Adding a Bank Account​

Step 1: Click "Add Bank Account"​

Go to Bank Accounts > Add New Account

Step 2: Enter Bank Details​

IBAN

  • International Bank Account Number
  • Required field
  • Format: 2 letters (country code) + up to 30 alphanumeric characters
  • Example: "DE02000000000000000000"
  • docs101 validates the format automatically

BIC (SWIFT Code)

  • Bank Identifier Code
  • Optional but recommended
  • Format: 8 or 11 alphanumeric characters
  • Example: "TESTDE01XXX"
  • Used for international transfers

Account Holder Name

  • Name on the bank account
  • Required
  • Should match the official account registration
  • Example: "Acme Corporation GmbH"

Currency

  • Currency of the bank account
  • Common values: EUR, GBP, CHF, USD
  • Shown on invoices alongside the IBAN

Step 3: Save Account​

Click Save to add the account.

Setting a Default Account​

One account can be marked as "Default" and will automatically appear on all new invoices.

To Set as Default:

  1. Find the account in your list
  2. Click the Set as Default button
  3. The default indicator shows which account is currently the default

When Creating Invoices:

  • The default account appears automatically
  • You can change to a different account for individual invoices
  • Account details appear in the invoice's payment information section

Using Multiple Accounts​

docs101 supports multiple bank accounts for different purposes:

Example Uses:

  • Separate account for each country you operate in
  • Different account for different business divisions
  • One account for domestic invoices, another for international

When Creating Invoices:

  • Default account is pre-selected
  • You can choose a different account for specific invoices
  • Account details are embedded in ZUGFeRD/Factur-X XML for compliance

Editing Bank Accounts​

To update account information:

  1. Find the account in your list
  2. Click Edit
  3. Update the fields you need to change
  4. Click Save Changes
info

Changing account details only affects new invoices. Existing invoices keep their original account information.

Deleting Bank Accounts​

To remove an account:

  1. Find the account in your list
  2. Click Delete (trash icon)
  3. Confirm deletion

Restrictions:

  • Cannot delete the default account (set a different default first)
  • Deleting does not affect existing invoices
  • Deleted accounts cannot be recovered

Account Information on Invoices​

Your bank account appears on invoices in the Payment Information section:

IBAN: DE02000000000000000000
BIC:  TESTDE01XXX
Account Holder: Acme Corporation GmbH

This information:

  • Is embedded in the ZUGFeRD/Factur-X XML
  • Enables customers to pay via bank transfer
  • Should match your actual bank details exactly

Best Practices​

  1. Use Accurate Details — Ensure IBAN and BIC match your actual account
  2. Set a Default — Always have one default account configured
  3. Use Full Account Holder Name — Use the official name from your bank registration
  4. Keep Currency Correct — Make sure the currency matches the account's actual currency
  5. Verify BIC — Double-check BIC code with your bank (must be 8 or 11 characters)
  6. Test Before Going Live — Send a test invoice to verify bank details appear correctly

Troubleshooting​

Issue: "Invalid IBAN format"

  • Verify IBAN is entered correctly (country code + check digits + account number)
  • IBAN length varies by country
  • Use your bank statement or online banking to confirm your IBAN

Issue: "BIC code not recognized"

  • BIC must be exactly 8 or 11 characters
  • Ask your bank for the correct BIC/SWIFT code
  • Leaving BIC blank is acceptable for domestic SEPA transfers

Issue: "Cannot delete default account"

  • Set a different account as default first, then delete the original

Issue: "Wrong currency selected"

  • Edit the account and select the correct currency

Compliance Considerations​

EN16931 (EU e-invoicing standard):

  • IBAN is required when the payment method is Credit Transfer (payment means code 30) — this is the standard for bank transfers
  • Within the SEPA area, BIC is generally not required — IBAN alone is sufficient for SEPA transfers
  • For international transfers outside SEPA, BIC is recommended
  • When a default account is set, payment details are automatically included on your invoices

SEPA Payments:

  • IBAN enables SEPA credit transfers across Europe
  • Customers with SEPA-enabled banks can pay directly using the IBAN on the invoice

Security & Privacy​

  • Bank account details are transmitted securely
  • Details are only visible to invoice recipients
  • Your banking login credentials are never stored by docs101
  • Account numbers appear on invoices as payment information

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