Setting Up Your Fiscal Identity
- Toddoo Support
- Apr 22
- 5 min read
For exhibitors using Toddoo. Last updated: April 2026.
This guide walks you through setting up your invoicing details in Toddoo: your Fiscal Identity (your legal entity), one or more Billing Addresses (where invoices are sent), and one or more Contact Persons (who receives invoice PDFs). You only do this once — everything you set up here is reusable at checkout across every Toddoo event.
Before you start
Have these handy:
Your company's legal name and country of registration
Your VAT number (for EU/UK companies)
Your KvK or commercial register number (optional for most countries)
The billing address(es) where you want invoices sent
The email address(es) that should receive invoice PDFs
Setup takes roughly two to five minutes depending on how many addresses and contacts you add.
The setup flow
If you're new to Toddoo — or if you're entering a portal for the first time — you'll see a setup prompt before you can browse shops or place orders:
Click Set Up Now and you'll go through a three-step flow: Fiscal Identity → Billing Addresses → Contact Persons. Each step is independent and reusable.
Step 1: Your Fiscal Identity
A Fiscal Identity is the legal entity that issues your invoices. It combines:
Fiscal name — your registered company name
Country — country of VAT registration
VAT number — validated against the EU VIES database
Registration number (optional) — e.g., KvK, Companies House
Trading name (optional) — if you invoice under a DBA
Toddoo pre-fills one Fiscal Identity for you from your account details. You can review and edit it, or add more if you operate in multiple countries.
Adding a new Fiscal Identity
Click + New Identity to open the creation form.
Fiscal name — enter your official registered company name.
Country — select from the dropdown.
VAT number — enter in the format shown (e.g., NL123456789B01). Toddoo validates this against VIES automatically.
Registration number — optional. Add your KvK or equivalent if relevant.
Click Create Identity to save.
Using a trading name on invoices
If you invoice under a brand or DBA name that differs from your registered fiscal name, enable the Use a trading name on invoices option. Enter the trading name and save.
Heads up: Once your identity has been invoiced under a trading name, reverting to the fiscal name needs admin help. You can still change which trading name is used.
What locks after first use
Once your Fiscal Identity has been used on an invoice, the fiscal name and VAT locks to preserve the audit trail on issued invoices.
Step 2: Billing Addresses
A Billing Address is where your invoice is delivered. You can add as many as you need, and they are reusable across fiscal identities — useful if you have multiple offices but one legal entity.
Adding an address
Click + Add Address to open the form.
Label — a short name so you can pick the right one at checkout (e.g., "Paris office", "HQ").
Country — select from the dropdown.
Street address — street name and number.
City and postal code.
Set as default — optional. Toggle on if you want this address pre-selected at checkout.
Click Add Address to save. Repeat for additional addresses.
Step 3: Contact Persons
A Contact Person is the individual who receives the invoice PDF by email and appears as "Attn:" on the document. You can add as many as you need.
Adding a contact
Click + Add Contact to open the form.
Name — full name of the contact person.
Role/Title — optional, e.g., "Finance Manager".
Email — where invoice PDFs will be sent.
Phone — optional.
Set as primary contact — one contact should be your primary. They will be pre-selected at checkout.
Click Add to save.
At checkout
When you check out, Toddoo pre-selects your default Fiscal Identity, default Billing Address, and primary Contact Person. You can switch any of them to a different one you've previously added — any combination is allowed.
If you are not satisfied with the options shown, you can go back to your account settings and add new ones. They will immediately be available to use at checkout.
Which scenario applies to you?
Depending on how your business is set up, you'll fall into one of these scenarios:
A. Home country only
You invoice from your home country. This is the default — your existing company details are converted automatically into one Fiscal Identity and a primary Billing Address. No setup needed.
B. Foreign country with your own branch
You have a local branch abroad with its own VAT registration. Add a separate Fiscal Identity for that country. Your existing Billing Addresses and Contact Persons can be reused, or you can add new ones specific to that branch.
C. Foreign country with a fiscal representative
You use a fiscal representative in another country. The representative's address and the locally issued VAT number form a separate Fiscal Identity. Add a Billing Address for the representative if invoices should be delivered to them; your own contact person can stay linked.
D. B2B reverse charge
All your sales are to VAT-registered businesses. Use your home-country Fiscal Identity at 0% VAT with reverse charge — Toddoo handles the reverse-charge logic automatically. No new Fiscal Identity needed.
Peppol e-invoicing for Belgian exhibitors
If your Fiscal Identity has a Belgian VAT number, Toddoo automatically registers it on the Peppol network through Storecove (Toddoo's e-invoicing Access Point). This is required by Belgium's B2B e-invoicing mandate in force since January 2026. You don't need to configure any Peppol identifiers — it all happens behind the scenes. Read the full Peppol guide.
FAQ
Q: Can I edit my Fiscal Identity after creating it?
A: Yes. All fields can be edited freely until the identity has been used on an invoice. After that, the fiscal name locks (to preserve the audit trail), but everything else stays editable.
Q: What if my VAT number is not validated by VIES?
A: The Fiscal Identity cannot be activated until the VAT number validates against VIES. Check the number is correct and active with your tax authority. VIES is occasionally offline for maintenance — retry after a few hours. If the issue persists, contact Toddoo support.
Q: How many Fiscal Identities, Billing Addresses, or Contact Persons can I have?
A: There is no limit. Typically one Fiscal Identity per country of VAT registration, one Billing Address per office, and one Contact Person per invoice recipient.
Q: Can one Fiscal Identity be used with multiple Billing Addresses?
A: Yes — that's the main reason for the split. An exhibitor with one legal entity and offices in Amsterdam, Rotterdam, and Utrecht can keep one Fiscal Identity and pick which office's address to put on each invoice at checkout.
Q: Can one Billing Address be shared across multiple Fiscal Identities?
A: Yes. Addresses and fiscal identities are independent — any address can pair with any identity at checkout.
Q: What happens to my old Billing Identities?
A: All existing Billing Identities were migrated automatically in April 2026. The legal-entity fields (company name, VAT number, country) now live on a Fiscal Identity, and the address fields moved to a corresponding Billing Address. Nothing was lost, no re-entry needed.
Q: Can I change the primary contact person later?
A: Yes. Open the Contact Persons list, edit any contact, and toggle Set as primary. You can also switch the contact at checkout for a specific order.
Q: What if I need help?
A: Contact Toddoo support via the chat on the Help Center or email support@toddoo.com.
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