Billing Identities for Exhibitor Invoicing

Last updated: April 22nd, 2026 — for Toddoo organisers.

📢 Updated April 2026 — Billing Identity has been split into three reusable parts: Fiscal Identity, Billing Address, and Contact Person. Nothing changes on the organiser side — this is just an upgrade for your exhibitors. Jump to what changed →

Toddoo's exhibitor invoicing has been restructured to give exhibitors more flexibility when managing how their invoices are issued. This guide gives you, as an organiser, a complete overview of the feature — what it is, how it works, and what (if anything) changes for you.

For organisers: setup is handled entirely by your exhibitors. Nothing new is required on your side. This article is for your own understanding so you can support exhibitors when questions come up.

Looking for the step-by-step setup guide? See the exhibitor guide: Setting Up Your Fiscal Identity.

How exhibitor invoicing is structured

Exhibitor invoicing uses three reusable objects that the exhibitor combines at checkout:

• Fiscal Identity — the legal entity on the invoice: company name, country, VAT number, and (optionally) a trading name. This is the "who" that issues the invoice.

• Billing Address — any address where invoices can be sent. Reusable across fiscal identities.

• Contact Person — the individual who receives the invoice PDF by email and appears as "Attn:" on the document.

  
  

Any combination is allowed. An exhibitor with one legal entity and four regional offices now maintains one Fiscal Identity and four Billing Addresses — not four duplicate records.

Impact for organisers

Exhibitors create and maintain all three object types themselves. No configuration or setup is required on your side.

Within your event environment, each shop carries a default Fiscal Identity that is automatically inherited by all floorplan items and bookings. Individual items can be assigned a different Fiscal Identity if needed. If a single order contains items linked to different Fiscal Identities, Toddoo automatically splits the order into separate invoices — one per Fiscal Identity — with no intervention required.

What exhibitors see during setup

Here's what your exhibitors are walked through. Understanding the flow helps you answer their questions quickly — but remember, you don't need to configure any of this yourself.

Entry gate. First-time exhibitors see a setup prompt before they can browse shops or place orders.

Step 1 — Fiscal Identity. The legal entity: fiscal name, country, VAT number, registration number, and (optionally) a trading name.

Step 2 — Billing Address. Where invoices are delivered. Reusable across fiscal identities.

Step 3 — Contact Person. Who receives the invoice PDF. One contact is designated as primary.

The four exhibitor scenarios

Depending on their business situation, your exhibitors will fall into one of four scenarios. Knowing these helps you answer common questions:

• Scenario A – Home country: The exhibitor invoices from their home country. Default — no setup needed.

• Scenario B – Foreign country, own branch: The exhibitor has a local branch abroad with its own VAT registration. They add a separate Fiscal Identity for that country.

• Scenario C – Foreign country, fiscal representative: The exhibitor uses a fiscal representative in another country. The representative's address and locally issued VAT number form a separate Fiscal Identity.

• Scenario D – B2B reverse charge: All sales to VAT-registered businesses. The exhibitor uses their home-country identity at 0% VAT with reverse charge — Toddoo handles this automatically.

Peppol e-invoicing for Belgian exhibitors

Toddoo supports Peppol e-invoicing for Belgian exhibitors. Belgium's B2B e-invoicing mandate has been in force since January 2026. Fiscal Identities with a Belgian VAT number are automatically registered on the Peppol network through Storecove, Toddoo's e-invoicing Access Point. Fully automated — neither you nor your exhibitors need to configure any Peppol identifiers. Support for additional EU countries will follow as their mandates take effect.

---

What changed in April 2026

If you've used Toddoo before April 2026, here's a quick summary of what's different for your exhibitors.

The short version

What used to be a single Billing Identity is now three reusable parts: a Fiscal Identity, one or more Billing Addresses, and one or more Contact Persons. Existing records have been migrated automatically — no re-entry is needed from you or from your exhibitors.

Why it was changed

Previously, every combination of VAT number, address, and contact was stored as a single Billing Identity. For exhibitors with multiple offices under the same legal entity, this meant creating near-duplicate records — same VAT number, different street address. The split fixes this: one Fiscal Identity can now be paired with any address and any contact at checkout.

Impact on your events

• No configuration changes. Your shop settings, floorplan items, and default fiscal identity assignments all continue to work as before.

• Invoices unchanged in structure. The PDF layout and information shown are the same — just generated from a cleaner underlying data model.

• Supporting exhibitors. If exhibitors ask about the new setup flow, send them to the exhibitor setup guide.

FAQ

Q: Does this feature require any setup from me as an organiser?

A: No. Fiscal Identities, Billing Addresses, and Contact Persons are all created and maintained by exhibitors. Your role is to understand the feature so you can answer questions if they come up.

Q: What if an exhibitor only operates in one country with one office?

A: Their existing company details will be converted automatically — one Fiscal Identity, one Billing Address, and one primary Contact Person. No action is required unless they want to review the details.

Q: What happens if an exhibitor's VAT number is not found in VIES?

A: The Fiscal Identity cannot be activated until the VAT number validates. The exhibitor should check the number is correct and active with their tax authority. VIES is occasionally offline for maintenance — it's worth retrying. If the issue persists, Toddoo support can help.

Q: What about exhibitors who had "Billing Identities" set up under the old system?

A: All existing Billing Identities have been migrated automatically. The legal-entity fields (company name, VAT number, country) now live on a Fiscal Identity, and the address fields have moved to a corresponding Billing Address record linked to it. Nothing was lost, and no re-entry is required.

Q: Can one exhibitor have multiple Fiscal Identities?

A: Yes — typically one per country of VAT registration. Each identity can be paired with any Billing Address and any Contact Person at checkout.

Q: Where can I direct my exhibitors for setup help?

A: Send them to the exhibitor setup guide: Setting Up Your Fiscal Identity. It walks through each step with screenshots.