Entities

With Entities, ABOSS introduces the ability to manage multiple company profiles within one account. This gives you more flexibility when creating invoices and prepares you for future e-invoicing requirements.

1. Introduction
2. What Are Entities and How Do They Work
3. Entities in Practice (Invoices & XML)
4. Manage Entities
a. Create a New Entity
b. Set a Default Entity
c. Edit an Entity
d. Delete an Entity

1. Introduction

In ABOSS, invoices have always been able to make use of your agency data stored in Office > Agency Information. By using template codes such as {{ agency.iban }} or {{ agency.vat_number }}, this information could be displayed directly on your invoices. Whenever you updated your agency information, all connected invoices automatically reflected those changes.

The limitation was that you could only have one set of agency data. In practice, this meant that you could only work with a single company profile, also known as an entity. An entity refers to a collection of details such as company name, address, VAT number, and bank information that define the sender of your invoices.

With the introduction of Entities in ABOSS, this limitation is removed. You can now create multiple entities and decide per invoice which entity should be used. This gives you more flexibility, especially if you operate with multiple companies or legal entities under the same ABOSS account.

2. What Are Entities and How Do They Work

An entity in ABOSS is a complete set of company details: name, address, VAT number, bank details, and other information that identifies your business on invoices. Each entity functions as a profile that you can connect to your documents.

The first entity has already been created automatically, based on your existing Agency Information. This ensures that you can continue working without interruption. From there, you can add as many additional entities as you need, each with its own details.

Whenever you generate an invoice, you select which entity should be used. This allows you to switch easily between different company profiles without changing your templates or adjusting your Office data. If you set one entity as default, it will be applied automatically to all new invoices, while still allowing you to manually switch when needed.

When creating or editing an entity, you will notice a field for e-invoice format. At this stage, this field does not have any effect yet. You don’t need to worry if you don’t know which option to choose — it won’t impact your invoices for now.

3. Entities in Practice (Invoices & XML)

Entities give you the flexibility to decide which company details appear on your invoices. When you create an invoice, ABOSS automatically applies your default entity. If needed, you can switch to another entity directly within the invoice. This way, each invoice always contains the correct sender information without requiring template changes.

Entities will also soon be essential for XML exports (e-invoicing). ABOSS is preparing support for exporting invoices in XML format, suitable for obligations in Belgium, Germany, and specific integrations via Factur-X. These regulations are expected to expand to more European countries in the coming years, making Entities an important step toward compliance.

4. Manage Entities

a. Create a New Entity

Go to:

Office
Entities
Create a new entity by adding a name and clicking 'Create Entity

Here you can create a new entity by filling in all required details such as company name, address, VAT number, and bank information.

Some fields are mandatory because this information is used in the XML for e-invoicing. If a required field is still empty, the system will indicate this clearly.

Each entity you add becomes available to select when creating invoices. This gives you the flexibility to work with multiple company profiles within the same ABOSS account.

b. Set a Default Entity

Within Office > Entities you can set one entity as the default. This default entity is automatically applied whenever you create a new invoice.

You can set a default while creating a new entity, or when editing.

If needed, you can still manually switch to another entity directly in the invoice. Setting a default simply saves time and ensures consistency when you use the same entity most of the time.

c. Edit an Entity

Click an entity in Office > Entities to update its details. You can change information such as company name, address, VAT number, or bank details.

All updates apply to new invoices that use this entity. Existing invoices that are locked remain unchanged.

Don't forget to save your changes.

d. Delete an Entity

You can remove an entity in Office > Entities if it is no longer needed.

Click the bin-icon in the right to delete it.

There are two important restrictions:

An entity that is linked to existing invoices cannot be deleted.
The default entity cannot be deleted.

If you want to remove a default entity, first assign another entity as the default.

5. Entities in Use

When you have set a default entity, ABOSS automatically applies it whenever you create a new invoice. In the invoice screen, you will see a section that shows which entity is selected.