VGen generates downloadable PDF invoices for each commission transaction. These tools are designed mainly for artists who need clear records and basic tax support, but clients can also download their own invoices for personal bookkeeping or reporting.
Where to find your invoices
For artists
- From a commission: open the commission details page and go to the Invoice section.
- From your wallet: go to Wallet → select a transaction → open the Invoice tab.
From either place, you can view, customize, and download the PDF invoice for that specific transaction.
For clients
- Open your commission and go to the commission details page.
- Download the PDF invoice directly from there once payment is complete.
How invoices are generated
- Each transaction has its own invoice. If a commission uses multiple milestones, each milestone payment will generate a separate invoice.
- Invoices are only created after payment is processed, so they become available after the client pays.
- The artist version of the invoice includes a detailed transaction breakdown (totals, fees, and received amount).
- The client version only shows the total amount paid, not internal fees.
- Only the artist can edit invoice details. Clients can download but not change them.
Customizing your invoices (artists)
You can set defaults in Settings → Invoices, then fine-tune individual invoices from your commission details or wallet.
What you can customize
- Your billing info: This is reused across all invoices. Edit it in Settings → Invoices.
- Client billing info: Can be filled in manually per commission, or collected directly from the client using the billing address fields (see the next section).
- Invoice note: A free-text note at the bottom of the invoice, great for adding tax IDs, legal wording, or thank-you messages.
- Custom ID: An internal reference that appears as “Internal ID” on the invoice, useful if you want to match VGen invoices with your own bookkeeping system.
Once an invoice has been created (including existing and past commissions), changes to your default settings will not rewrite that invoice. You can still update the note or client information for each invoice in the commission details or wallet transaction view.
Collecting client billing addresses
If you need specific client details to calculate taxes, you can enable billing address collection for your requests.
- Go to Settings → Invoices → Client info.
- Choose the minimum amount of information you need (for example: city and country only, or full address).
- A new Billing info section will appear on your request forms, with an explicit consent checkbox so clients know why it is collected.
- The collected billing details will show up in your Invoice details to help you determine if and what tax you should charge.
For existing commissions, or if you need to correct client details later, you can edit billing info from:
- Commission details → Invoice info, or
- Wallet → transaction detail → Invoice tab.
Sales tax and VAT on invoices
The Sales Tax field has been updated to be more flexible and useful.
- You can use a built-in percentage calculator when adding tax.
- The calculated tax percentage is displayed in the invoice line item.
- You can rename “Sales Tax” to “VAT” if that fits your region better. This label change will also appear on your invoices.
- If required in your country, include your tax ID or registration number in the invoice notes.
We will continue improving invoices over time, including better transaction dashboards and bulk download options. If you have feedback about what would make invoicing easier for you, feel free to share it with us.