VAT Invoice Tracking for WHMCS Print

VAT Invoice Tracking records proforma and final invoice references and adds invoice reports and bulk PDF downloads to WHMCS. It tracks numbers generated by WHMCS; it is not a replacement for configuring WHMCS invoice numbering or obtaining accounting advice.

Requirements and installation

The module requires WHMCS 8.9 or newer, PHP 8.1 or newer compatible with your WHMCS release, and a valid module license.

1. Back up your WHMCS files and database.
2. Upload the package contents to the WHMCS root, preserving the directory structure. Include the addon directory and the report file under modules/reports/.
3. Open System Settings > Addon Modules and activate VAT Invoice Tracking.
4. Open Configure, enter the license key, and grant the required administrator roles access.
5. Set Default Rows Per Page. Leave Clear Data on Deactivation disabled unless you intend to delete the stored tracking data.

Invoice number tracking

Tracking begins when the module is active. The creation and payment hooks capture invoice references, and the paid-invoice hook records the final number. Historical invoices still appear using their existing WHMCS invoice numbers; activation cannot reconstruct an earlier number that was never captured.

The module can add the proforma reference to invoice notes during payment processing so it appears on the final invoice PDF. Test your invoice numbering and payment workflow before using it for accounting exports.

Review automatic VAT notes before use

The current module also adds VAT wording to invoice notes based on the customer's country and whether the tax ID field is nonempty. Its rules are Belgium-specific: Belgian customers receive no special note, other EU customers receive reverse-charge or OSS wording, and non-EU customers receive outside-EU wording.

A nonempty tax ID is not proof of a valid VAT registration. These note rules do not determine whether your business or the particular sale qualifies for that treatment. Have your accountant review the generated wording, tax settings, and customer data before enabling the module in production. The module does not guarantee tax or invoicing compliance.

Administrator reports

1. Open Addons > VAT Invoice Tracking or the corresponding report under Reports.
2. Select a date range and invoice status, then generate the report.
3. Review the invoice references, customer details, net, VAT, and gross amounts, and breakdown by VAT rate.
4. Use the CSV or Excel export for the selected report, or download an individual invoice PDF.
5. Select multiple invoices to download their separate PDF files in a ZIP archive.

The status filters include Collections. Refunded invoices are shown with negative amounts in reports and exports; Collections remain positive. Reconcile reports with your WHMCS transactions and accounting records, especially when working with refunds or multiple currencies.

Client invoice downloads

1. Sign in to the client area and open Billing > VAT Invoices.
2. Filter by date or status and sort the invoice list.
3. Download a single PDF or select several invoices for a ZIP download.

The documented themes are Six and Twenty-One. Check navigation, filtering, and downloads on your own theme before making the page available to customers.

Troubleshooting

If earlier proforma references are missing, check whether the module was active when those invoices were created and paid. If a report or PDF download fails, provide the module, WHMCS, PHP, and theme versions, the action attempted, and a redacted error message through ArkHost support. Do not disable and reactivate the module without checking the data-deletion setting first.