Invoicing & VAT profile
Fill in your company details so invoices are issued in your name, and how players ask for one.
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A business that books a room usually needs an invoice it can deduct. MyEscapeRoom issues it for you: you give your company's VAT details once and accept a mandate, and invoices are made out in your company's name, numbered and delivered, with no work on your side.
Two invoices for every booking#
A booking is two sales: the room, sold by you, and the service fee, sold by MyEscapeRoom. A player who asks for an invoice therefore gets two.
| Service fee invoice | Room invoice | |
|---|---|---|
| Covers | The service fee the player paid. | The room price, after any discount and gift voucher. None if a gift voucher paid the whole room. |
| From | MTEC Games VOF, the company behind MyEscapeRoom. | Your company. MTEC Games VOF issues it in your name, under the mandate you accept. |
| Number series | MER, like MER-2026-00042. | MYESC, your own series, like MYESC-2026-00007. |
| You see it | No. It is not yours. | Yes, on the Invoices page. |
Numbers never skip. If a booking is cancelled, the room invoice is taken back with a credit note in your MYESC-CN series. The service fee is kept when a booking is cancelled, so its invoice stands.
How a player asks for an invoice#
Invoices are only made on request. At checkout, the player ticks Need an invoice? and says who it is for: a business or a person. They give a name, an address, and for a business in the EU a VAT number. Later, the booking's owner can still ask from their profile.
- Deadline. A request is accepted until 23:59 Brussels time on the 15th of the month after the sale. Each invoice has its own deadline, counted from its own date.
- When it is issued. For a room paid online, with the booking. For a room paid at the venue, about an hour after the game starts.
- VAT. Prices already include VAT. An invoice only splits the price into an amount without VAT and the VAT, so what a player paid never changes because of an invoice.
- Gift vouchers. A gift voucher sold online can be invoiced on request as well. It appears on your Invoices page beside the room invoices.
Fill in your invoicing profile#
Your invoicing profile belongs to your company, so it is shared by all its venues. Only the owner can fill it in. Belgian companies are asked for it during setup. Later it lives on DashboardSetupSettings in the Invoicing card.
Enter your VAT number
Type it as
BE0123456789. Spaces and dots are ignored. A number that is not a valid Belgian VAT number is refused with “Not a valid Belgian VAT number”.Tick the small business exemption, if it applies
If your company uses the small-business exemption (vrijstellingsregeling kleine ondernemingen), tick it. Your invoices then carry 0% VAT and the legal mention, and you do not need a VAT number.
Check the Peppol ID
Leave it blank to use your company number, which gives an ID like
0208:0123456789. If you type one, it has to look the same.Choose the default VAT rate for your rooms
Choose 6%, 12% or 21%. Admission to escape rooms is usually 6%. A single room can use a different rate (see below). 0% is not a rate you can choose: it exists only for the exemption.
Read and accept the mandate
The invoicing mandate lets MTEC Games VOF issue invoices and credit notes in your company's name, and send them over Peppol. Your company stays responsible for its VAT details and for declaring and paying the VAT. Tick I accept this mandate. You tick it again every time you save.
Choose Save invoicing details
The profile is complete once the mandate is accepted and there is a VAT number or the exemption.
A different VAT rate for one room#
Open the room (DashboardOperateRooms) and use the VAT rate panel: Company default, 6%, 12% or 21%. Only the owner can change it. See Rooms.
While your profile is incomplete#
Owners and admins see a notice on every page except Settings: “Complete your invoicing details so MTEC Games VOF (MyEscapeRoom) can send your customers' invoices”. Until you do, a customer who asks for an invoice is not left without one: we email you their details, and you issue the room invoice from your own invoicing software. These requests are listed on the Invoices page under To issue yourself.
Peppol e-invoicing#
In Belgium, businesses have to receive invoices from other businesses as e-invoices over Peppol, a secure network for invoices. So every Belgian venue sets up Peppol before it goes live. MyEscapeRoom sends through Flowin, an accredited Peppol provider (by Wolters Kluwer). Flowin checks once that your company really is yours.
Complete your invoicing profile first
The Peppol card appears once the profile is complete.
Open the Peppol step
During setup it is the Peppol step. Later, it is the Peppol e-invoicing card inside Invoicing on the Settings page. Only the owner can send it.
Upload the front of an ID card
Add a photo or scan of the front of the ID card of a legal representative of the company, as listed in the KBO. JPEG, PNG or PDF, up to 1 MB. A photo that is too large is shrunk for you. A PDF cannot be, so use a smaller one.
Confirm and accept
Confirm that you are a legal representative, or act with their consent, and accept the mandate. Choose Activate Peppol.
The ID goes straight to Flowin, which uses it for the check and then deletes it. MyEscapeRoom does not keep it. The check can take a few days, and you can carry on in the meantime. Peppol is used to send your invoices only. The invoices your own company receives keep going where they go today.
| Status | What it means |
|---|---|
| Not active | You have not sent the ID yet. |
| Sending | Your details are on their way to Flowin. Refresh in a minute. |
| In review | Flowin is checking the ID. Until it is done, business customers get their invoices by email. |
| Active | Invoices to Belgian business customers go over Peppol, with a PDF copy by email. |
| Rejected | Flowin could not verify the ID. Check that it is the front of a legal representative's ID card, as listed in the KBO, and readable, then send it again. The reason is shown: the company number does not match the name, the ID is not one of a representative listed in the KBO, it could not be read, or it is not a valid ID. |
| Stopped | Peppol sending was stopped for your company. Activate it again. |
A venue goes live only once Peppol is active. A venue that is already live is never taken offline for it, but owners and admins see a warning on every page until it is done.
An individual invoice goes over Peppol when the buyer is a Belgian business with a VAT number that is registered to receive e-invoices. Every other invoice is emailed as a PDF.
The Invoices page#
Open DashboardBusinessInvoices to see every invoice issued in your company's name for the venue you are working in. Owners and admins can open it. Hosts cannot.
- Month. Choose the month to look at. Invoices are dated in Brussels time.
- The list. Number, date, booking (or gift voucher), buyer and total. Choose Download for the PDF. Being prepared means the PDF is not ready yet.
- Export month. Downloads a ZIP of a CSV and the PDFs of that month, for your accountant. It holds up to 2,000 invoices.
- To issue yourself. Appears when customers asked for an invoice while your profile was incomplete: their details and amounts, so you can invoice them yourself.
Service fee invoices are MyEscapeRoom's and never appear here. Only the owner can see and change the invoicing profile in the dashboard.
Troubleshooting#
- I do not see Invoicing in Settings. The card appears only for Belgian companies, and only for the owner.
- “0% is only for the small-business exemption”. Choose 6%, 12% or 21%, or tick the exemption.
- “A VAT number is needed unless the company is exempt”. Enter your VAT number or tick the exemption.
- Peppol was rejected. Read the reason shown on the card, correct it and send the ID again.
- A customer says they got no invoice. Check the deadline (the 15th of the month after the sale), then check To issue yourself: your profile may have been incomplete when they asked.