Billing entities

What it is

Billing entities are the legal companies or individuals that you invoice. Your clients. Instead of scattering VAT numbers and addresses across every contact card, you create one billing entity per client (e.g. "Atlantic Records BV") and attach any number of contacts to it. When you generate an invoice for that client the legal address and tax ID are pulled from the entity, keeping historical records accurate even if the details change later.

Bank accounts are where you receive payments. You can register multiple accounts per team (or per organisation), for example one EUR account and one USD account, and mark one as the default. Invoices pick up the default bank account automatically, but you can switch to any registered account when creating an invoice.

Statement matching is the lightweight reconciliation step: upload a PDF bank statement, receipt, or invoice document directly on a track and log the corresponding income or expense at the same time. This links the document and the financial entry without leaving the track view.

Using it

Set your team's own legal identity (issuer side)

The Tax tab (/app/teams/[teamId]/settings/tax) starts with a Legal identity section that captures who your team is on an invoice. The "from" party. Fill in:

• Legal name: your registered legal/trading name, if different from the team name.
• Legal entity type: sole trader, partnership, private/public limited, non-profit, or other.
• Company registration number: e.g. KBO/CBE or Companies House number.
• Incorporated on: the incorporation date per the company register.
• Nature of business (SIC): the SIC codes filed with the register, comma-separated (e.g. 70229).
• Registered address: street, second line, postal code, region/state.
• Tax country, VAT number, tax number and tax ID type: your tax identifiers (the tax number covers a national tax ID distinct from VAT).
• Invoicing email: billing contact, if different from the general team email.
• Default payment terms (days): used to compute invoice due dates.
• Default currency.

A Copy from team profile button fills the legal name, invoicing email and tax country from the team's existing name / email / country, and the name and invoicing-email inputs show the team's current values as placeholders, so you don't re-type details you already entered on the team profile. When you issue an invoice without picking a separate issuer billing entity, these same team details are used automatically as the invoice sender.

This mirrors how an organisation stores its issuer identity on the organisations row. A team stores its issuer identity on the teams row. The organisation form (org settings → Billing tab) captures the same registered-company details: legal name, company type, registration number, incorporation date, nature of business (SIC codes), billing email and registered/billing address (organisations.legal_entity_type / incorporation_date / sic_codes, migration 20260721150000). It is the counterpart to billing entities, which describe the clients you invoice (the "to" party).

Register a billing entity (team side)

1. Go to your team settings → Tax tab (/app/teams/[teamId]/settings/tax).
2. Under "Billing entities", click Add entity.
3. Fill in legal name, entity type (individual, sole proprietor, LLC, corporation, partnership, or other), VAT/tax number, registered address, preferred currency, and default payment terms.
4. Optionally enter an invoicing email address (the accounts-payable address for that client. Individual contacts can override this with their own billing email).
5. Save. The entity is now available to select when drafting invoices.

To link an entity to an existing Aden team or organisation (e.g. if the client is also on the platform), use the "Linked team" or "Linked organisation" fields.

Add a bank account

Team side: go to team settings → Tax tab, scroll to "Bank accounts". Click Add account, enter a label (e.g. "Main EUR"), IBAN, BIC, account holder name, currency, and any notes. The first account you add becomes the default automatically. You can promote any account to default with the star icon.

Organisation side: go to org settings (/org/[orgId]/settings), or use the billing page (/org/[orgId]/billing). The same form applies; the account belongs to the org rather than a team.

Attach a statement to a track (bank reconciliation)

1. Open a track and go to the Financials tab.
2. Click Add entry and choose "Upload statement".
3. Select your PDF, enter the amount, date, currency, and category (income or expense), and add a description.
4. Submit: the document is uploaded to storage and a financial entry is created in one step. Both are linked so you can always open the original document from the entry row.