> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gridbeds.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Electronic invoicing and SDI
> Which invoices Gridbeds sends to the Sistema di Interscambio, setting up the issuer, how the customer is named (recipient code, PEC, codice fiscale), SDI statuses, and what is left to you.
**Status: partial.** Gridbeds issues the invoice and sends it to SDI on its own when the customer has a VAT number, when a private guest asks for an invoice, and for every credit note, and names the customer the way SDI requires: recipient code, PEC, codice fiscale. It does not archive invoices to the legal standard, does not receive supplier invoices and does not invoice public administrations: for each of those, see below for what to do.
## What the law asks
Every VAT-registered business resident in Italy issues invoices electronically, in FatturaPA format, through the Agenzia delle Entrate's Sistema di Interscambio (SDI), to businesses and consumers alike (D.Lgs. 127/2015, art. 1; flat-rate taxpayers too since 2024). An immediate invoice is issued within 12 days of the operation (art. 21 DPR 633/1972). Hotels and restaurants need not invoice unless the customer asks (art. 22 DPR 633/1972), and then certify the takings with a commercial receipt (see [Electronic receipts](/en/compliance/italy/corrispettivi)); when the customer asks for an invoice, issuing it is mandatory.
VAT is 10% for accommodation and for food and drink served. The tourist tax recharged to the guest is excluded from the VAT base (art. 15 DPR 633/1972) and goes on the invoice with nature code **N1**.
## Before the first invoice
In **Settings → Legal entities** open (or create with **New entity**) the entity that bills the property: **Legal name**, **Tax ID (CUI/VAT)** — the partita IVA, 11 digits —, **Address**, **City**, **County**, **Postal code**, **Country** `IT`, **IBAN**. Set its **Tax regime (FatturaPA)** too if it differs from the organization's.
The organization's regime is set in **Settings → Organization**, **Legal Information** tab, field **Tax regime (FatturaPA)**: "Hotels use RF01 (ordinario); forfettario hosts use RF19 (invoices without VAT)". With RF19 (or RF02) every line goes without VAT with nature N2.2, and on invoices above €77.47 Gridbeds marks the €2 virtual stamp duty.
On the entity's **Fiscal / e-invoicing** tab choose **Gridbeds (issued here)** and create the entity's **Numbering series** (one for invoices, one for credit notes) — see [Invoicing](/en/invoicing#numbering-series). Ignore the SmartBill, Oblio and ANAF e-Factura fields: they are for Romania.
There are no SDI credentials to enter: Gridbeds transmits through an accredited intermediary. Transmission does have to be switched on for your organization — ask support to confirm it before the first invoice (see [Obligations in Italy](/en/compliance/italy)).
## Which invoices are sent, and when
Every invoice issued by an Italian issuer goes to SDI on its own, right after it is issued, if it is:
* billed to a **customer with a VAT number** (the invoice's P.IVA field: "must be 11 digits"; there is no company auto-lookup for Italy, the details are typed in);
* billed to a **private guest who asked for an invoice** — see below;
* a **credit note** (TD04, referencing the original invoice).
Other invoices are issued and numbered in Gridbeds but **not** sent to SDI. Invoices left behind (for example issued before switching on) are sent from the **Invoices** list, by selecting them, with **Transmit to Authority** ("\{queued} queued, \{skipped} skipped").
### Private guests
For a customer without a VAT number, both the booking's bill and **New Invoice** show the box **Guest requested fattura elettronica** ("Routes this invoice to the SDI exchange…"). A private customer resident in Italy is named on the invoice by their **codice fiscale**, so ticking the box asks for it (**Guest's codice fiscale**) and Gridbeds does not issue the invoice until it is valid. On the booking's bill it is asked only when the guest's profile has none, and it is kept on the profile for next time; you can also enter it beforehand, in **Edit Guest**, field **Codice fiscale**. In **New Invoice** the field appears next to the box.
The same box asks for the guest's **address** when the profile lacks it: **Street and number**, **City (comune)** and **Postal code (CAP)**. Every invoice carries the customer's street, city and postal code (SDI's file format makes all three mandatory), and for a customer in Italy the postal code is exactly 5 digits. Only what is missing is asked, and it is kept on the guest's profile for next time. For a customer abroad Gridbeds writes the generic postal code `00000` with the customer's country, as the Agenzia delle Entrate prescribes, so only the street and the city are needed. The customer's country is never assumed: when the guest's profile has none, it is asked for at check-out, prefilled from the identity document, the nationality or the booking channel for you to confirm — see [The customer's country](/en/invoicing#the-customers-country).
If the private guest does not ask for an invoice, the law asks for a commercial receipt, which Gridbeds does not issue: see [Electronic receipts](/en/compliance/italy/corrispettivi).
## How SDI identifies and reaches the customer
SDI rejects an invoice that names the customer by neither a VAT number (partita IVA) nor a codice fiscale, and delivers it to the channel the **recipient code** (codice destinatario) names. Gridbeds writes these as the Agenzia delle Entrate's technical specifications say:
| Customer | What you fill in | What goes on the invoice |
| - | - | - |
| Italian company that gave you its recipient code | VAT number and **Recipient code** (7 characters) | that code: SDI delivers to its channel |
| Italian company that gave you only a PEC | VAT number and **PEC** | `0000000` and the PEC: SDI delivers to the PEC |
| Italian company with neither | VAT number | `0000000`: the invoice lands in the customer's cassetto fiscale |
| Private person resident in Italy | **Codice fiscale** (required) | `0000000` and the codice fiscale; a PEC only if they give you one |
| Customer abroad, company or private | the tax identifier their country assigned | `XXXXXXX` and that identifier with their country's code |
Where to fill them in:
* **Settings → Billable parties** (and the company a stay is billed to, chosen when booking or on the **Folio** tab — see [Billing a company](/en/bookings#billing-a-company)): in the **Italy — fattura elettronica** box, **Codice fiscale**, **Recipient code (codice destinatario)** and **PEC (certified email)**. The partita IVA goes in **VAT number** (where **Look up in VIES** fills in the name, street, city and postal code (CAP) the European register publishes; when VIES is not answering, type them in) or in **Tax ID (CUI / CNP)**: the invoice names the company by it either way. The box's codice fiscale is needed only when it differs from the VAT number (a sole trader, for example) or when the party is a person. For a company in Italy the form checks what SDI checks: the partita IVA has 11 digits and its last one is a check digit, so a mistyped number is refused when you save; the **Postal code (CAP)** has exactly 5 digits. For a company abroad, keep its own VAT number and postal code: the invoice writes the CAP as `00000`, as the Agenzia delle Entrate prescribes. An invoice to an Italian company whose partita IVA fails its check digit is not issued, and Gridbeds says so.
* **New Invoice**: for an Italian company, **Recipient code (codice destinatario)**, **PEC (certified email)** and **Company's codice fiscale, if different from the P.IVA**; for a private guest who asks for the invoice, **Guest's codice fiscale**; and for every customer **Address**, **City** and **Postal code**.
* **Edit Guest**: **Codice fiscale**.
The box and the fields appear when the organization or one of its properties is in Italy. The codice fiscale is checked by its check character, and the recipient code must have 7 letters or digits.
What you enter is copied onto the invoice when it is issued: changing the customer's PEC or code later does not change invoices already issued.
When something SDI requires is missing, Gridbeds **does not issue** the invoice and does not use up its number: it tells you what is missing, for example "Enter the guest's codice fiscale: SDI rejects a fattura to a private customer without it." or "A customer in Italy has a postal code (CAP) on a fattura: add it." A customer abroad needs the tax identifier their country assigned: bill the invoice to a billable party that carries it (for a private guest from abroad, create a party with their name and identifier).
An invoice issued before Gridbeds asked for these details, if it does not name the customer the way SDI requires, is not sent: it stays **Failed** with the reason, instead of coming back as a rejection. The same goes for a credit note reversing an invoice to a private guest without a codice fiscale: check with your accountant.
## The date of the operation
The date on a FatturaPA invoice (the file's `Data`) is not the day the invoice is issued: it is the **date of the operation**, which for a stay is the day the guest **paid** (art. 6 DPR 633/1972; Circolare 14/E of 17 June 2019). The day the file reaches SDI is the issue date, and SDI certifies it itself. Gridbeds therefore keeps two dates on an Italian invoice and writes the operation date into the file:
| Situation | Date of the operation |
| - | - |
| The guest paid before the invoice is issued | the day of the payment |
| The guest paid in several instalments, and the invoice collects them | the day of the **first** payment collected (see below) |
| Nothing is paid when the invoice is issued | the day it is issued |
| An advance invoice | the day the deposit was collected |
| A credit note | the day it is issued; it quotes the date the original was sent with |
The day is read on **Rome's calendar**: a guest who pays at 23:50 on 30 September and is invoiced at 00:10 on 1 October has paid on 30 September, and the invoice says so, while it is still issued, numbered and due on 1 October. The invoice's **Issued** date does not change; when the operation date is different, the invoice detail shows it beside it and the PDF prints **Date of the operation** under the issue date. The file, the PDF and any resubmission to SDI use the same stored date.
Only payments that stayed paid count: a payment still pending, failed or refunded in full is ignored, and so is a deposit that already has its own advance invoice. An invoice issued **before** any payment keeps its issue date, and a payment recorded afterwards does not change it. Invoices issued before this change are not touched: they keep the date they were sent with.
**Several payments.** The law treats each payment as an operation for the amount it covers, but the file has room for one date. Gridbeds uses the **earliest** payment the invoice collects: the VAT does not move to a later period than the one it fell due in. If your accountant prefers the date of the payment that settles the invoice, tell us. Better still, let Gridbeds issue an advance invoice for every deposit (see [Invoicing](/en/invoicing#advance-invoices)): the check-out invoice is then dated by the payment at check-out.
### The 12 days
An immediate invoice is issued within 12 days of the operation, counted in calendar days from the day after it (an operation on the 10th can be invoiced up to the 22nd; art. 21 DPR 633/1972). Gridbeds **does not refuse** a later invoice — the guest paid, the VAT is due and the invoice is owed — and **does not move the operation date forward** to hide the delay. It issues the invoice and shows a notice on it ("The operation took place on…, so an immediate invoice had to be issued by…. Tell your accountant."); the delay is also written to the invoicing log. Holidays that postpone a deadline are not applied: a document one day over the strict count is reported, and your accountant decides whether the holiday saves it.
## SDI statuses
On each invoice, the **SDI** badge and the detail's **Fiscal Transmission** section ("SDI (Italy)") show the status:
| Status | Meaning |
| - | - |
| **Pending** | Queued to be sent. |
| **Submitting…** | Gridbeds is transmitting. |
| **Submitted** | SDI received the file and has not answered yet. |
| **Cleared** | SDI delivered the invoice to the customer (ricevuta di consegna, RC). For a public administration: it accepted the invoice, or its time to refuse it ran out. |
| **Issued, not delivered** | SDI could not deliver the invoice (mancata consegna, MC). The invoice **is issued** all the same, and the customer finds it in their cassetto fiscale: do **not** send it again — see below. |
| **Rejected** | SDI rejected the file (notifica di scarto, NS): the invoice is **not** issued. SDI's reasons — the code and description of each error — are in the detail. |
| **Failed** | The transmission did not reach SDI; Gridbeds tries again on its own. An invoice whose file cannot be built stops after five attempts and stays **Failed**: correct it and click **Retry**. |
| **Skipped** | Nothing to send (for example the property's country differs from the issuer's). |
| **Needs Review** | Gridbeds sent the invoice and lost the answer (the connection dropped, the server restarted). It asks the intermediary what it holds and settles the row on its own; it sends the invoice again only if the intermediary confirms it never received it. Do not resend it by hand. |
When several invoices have problems, the "# invoices need fiscal attention" banner offers **Retry** and **Retry All**. In the Invoices list, the **Fiscal: Validated** filter includes the invoices issued but not delivered.
When SDI rejects an invoice or cannot deliver it, Gridbeds tells the people who can see the accounting, in the app and on their phones: "SDI rejected an invoice" or "Invoice not delivered by SDI". The phone notification names the invoice and the property, never the customer; SDI's reasons are on the notification in the app.
* **Rejected invoice:** it is not issued. Fix the data and resend it **within 5 days** of the rejection, with the same number and date.
* **Issued, not delivered (MC):** the invoice is issued and is in the customer's cassetto fiscale. Do **not** send it again — Gridbeds refuses to ("This invoice is already issued — SDI just could not deliver it to the client. Send them a copy instead of sending it again."). Send the customer the PDF copy (**Download PDF** or **Send**) and tell them it is in their cassetto fiscale. If SDI delivers it later after all, the status becomes **Cleared**.
* Issue invoices within 12 days of the payment: Gridbeds issues a late one all the same and tells you it is late — see [The date of the operation](#the-date-of-the-operation).
## What is left to you
* **Customers with neither a recipient code nor a PEC.** Their invoice lands in their cassetto fiscale: send them the PDF copy too (**Download PDF** or **Send**) and remind them where to find it.
* **Public administration.** Gridbeds issues invoices between private parties only (format FPR12): an invoice to a public administration (format FPA12, 6-character office code) has to be issued from your invoicing software or the "Fatture e Corrispettivi" portal.
* **Legal archiving (conservazione).** Gridbeds does not archive e-invoices or SDI receipts. Sign up for the Agenzia's free archiving service ("Fatture e Corrispettivi" portal) or your accountant's.
* **Supplier invoices.** They do not reach Gridbeds: find them in your cassetto fiscale or with your intermediary.
* **Stamp duty.** On invoices without VAT above €77.47 Gridbeds marks the stamp in the file but does not add the €2 to the total. The duty is paid quarterly with F24, from the lists the Agenzia prepares.
* **Line descriptions.** The lines Gridbeds writes itself (accommodation with its dates and nights, cleaning, service, children and infant supplements, tourist tax, an advance and its reversal, a credit note's note, a tip, a delivery fee, a no-show or cancellation charge) and the invoice PDF are always in Italian for an Italian company ("Alloggio 01.09.2026 - 04.09.2026 (3 notti)"), even when your organization or your screen works in Romanian or English. Extras and anything you type keep your wording. The email that sends the invoice to a guest is in the guest's language; the attached PDF stays Italian.
* **Letters outside Western European languages.** The invoice file accepts only Latin letters (the basic alphabet and the Western European accented ones: é, ü, ñ, ß…). Whatever you or your guests type that falls outside it, such as a Romanian "ț", a Cyrillic or a Greek letter, a euro sign or an emoji, is converted when the file is built (ț becomes t, € becomes EUR, an emoji is left out), so the invoice is not rejected. The invoice you see and the PDF keep the text as typed. Names longer than the file allows (80 characters for the name, 60 for street and city, 1000 for a line) are cut.
* **Document types.** Gridbeds sends ordinary invoices (TD01) and credit notes (TD04): no TD02 advance invoice and no TD24 deferred invoice.
## Sources
* D.Lgs. 5 August 2015, n. 127, art. 1; DPR 26 October 1972, n. 633, arts. 6, 15, 21 and 22; DL 23 October 2018, n. 119 (art. 21 as amended)
* Agenzia delle Entrate, Circolare 14/E of 17 June 2019 — the date of the document and of the operation in the electronic invoice
* Agenzia delle Entrate, [FatturaPA and the Sistema di Interscambio](https://www.fatturapa.gov.it/) — FatturaPA technical specifications version 1.9.1, in force from 15 May 2026 (§2.1.1 recipient code and PEC, §2.1.4 the customer, §3.1 customers abroad), and the [list of checks](https://www.fatturapa.gov.it/export/documenti/Elenco-Controlli-versione-1.9-EN.pdf) version 1.9 (rejections 00417, 00313, 00427)
* Agenzia delle Entrate, [FAQ on the electronic invoice](https://www.agenziaentrate.gov.it/portale/documents/20143/287582/FAQ%20pubblicate%20il%2019%20luglio%202019_2.pdf/ba418b4a-9056-491a-b73f-9b47750b93a9), 19 July 2019, no. 64 (an address abroad: the country, and postal code 00000) (in Italian), and the FatturaPA schema 1.2.3 (postal code: 5 digits; free text: Basic Latin and Latin-1)
* Agenzia delle Entrate, [FAQ — invoices to and from foreign parties](https://www.agenziaentrate.gov.it/portale/schede/comunicazioni/fatture-e-corrispettivi/faq-fe/risposte-alle-domande-piu-frequenti-categoria/fatture-verso-e-da-soggetti-stranieri-transfrontaliere) (in Italian)
* Agenzia delle Entrate, [Stamp duty on electronic invoices](https://www.agenziaentrate.gov.it/portale/documents/d/guest/l-imposta_di_bollo_sulle_fatture_elettronichegiugno2026) (guide, June 2026)
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