Overview

Converia Classic version 10 implements the legal invoicing requirements that will apply from 1 January 2027. To make this transition as seamless as possible, version 9.5 includes a migration wizard that allows you to prepare your events for these changes.

Complete the preparation by 25 November 2026 if possible, so that you can continue issuing invoices to business customers with net prices after the transition to version 10.

The preparation consists of three steps:

Select the appropriate invoicing mode.
Enter the invoice issuer's details.
Check the tax classification of activity types.

The settings must be configured separately for each event.

Important: If you do not prepare an event, it will initially continue using the existing invoicing mode (legacy mode) in version 10. In legacy mode, only simple gross invoices in the existing PDF format are possible. The business customer mode with net prices will not be available.

Prerequisites

You are using Converia Classic version 9.5 or later. The update will be rolled out gradually from 9 November 2026.
You have access to your event's back office.
You know the invoice issuer's details and whether your event issues invoices to businesses, private individuals or both.

You can access the migration wizard via the event dashboard. A notice labelled "Prepare for the introduction of e-invoicing" will appear there, with a link labelled "Prepare invoice settings".

Configuration / Procedure

1. Select invoicing mode

First, determine which type of invoicing your event will require in the future.

Open your event in the back office.
Click "Preparing billing settings" on the event dashboard.
Select the appropriate option in the "Select billing method" section.

The following invoicing modes are available:

B2B and B2C

Select this mode if your event issues invoices to businesses and private individuals, or might do so in the future.

With Converia Classic version 10, e-invoices will automatically be generated for business customers in this mode. This prepares your event for the legal e-invoicing requirements without requiring you to take any additional action when issuing invoices.

This mode is particularly suitable for events where businesses book participation fees or other services.

B2C only

Select this mode if your event issues invoices exclusively to private individuals.

The event will also be prepared for the new invoicing process but will not require invoicing for business customers.

Free event

Select this option for events without any paid services.

In this case, you do not need to enter any invoice issuer details.

Keep existing mode

This option temporarily continues the existing invoicing process in legacy mode.

The following restrictions apply:

Simple gross invoices will continue to be generated in the existing PDF format.
The business customer mode with net prices will not be available.
E-invoices are not supported.
The existing mode will only be supported temporarily.

Recommendation: If your event issues invoices to businesses or might do so in the future, select "B2B and B2C".

2. Enter invoice issuer details

Complete, structured invoice issuer details are required for the new invoicing process.

Go to the "Enter invoice issuer details" section.
Check any existing information, if applicable.
Complete the required fields.

The following details are required:

Full name / Company name: Legal name of the invoice issuer.
Street and house number: Address of the invoice issuer.
Postcode: Postcode of the billing address.
City: City of the invoice issuer.
Country: Country of the billing address.
Tax number or VAT ID: Enter one of the two tax identification numbers.
Contact person: Contact person or responsible department.
Telephone number: Telephone number for enquiries.
Email address: Contact email address of the invoice issuer.
Logo: Optional logo for the invoice header.

You can use a PNG or JPEG file for the logo. A PNG file with a transparent background and dimensions of approximately 1200 × 400 pixels is recommended. Make sure the logo remains clearly legible when displayed at a smaller size.

Note: The invoice issuer details are required for the new invoicing process. These details do not need to be entered for free events or when using the existing legacy mode.

Important: With the new invoicing process introduced in Converia Classic version 10, it will no longer be possible to configure individual invoice layouts. In future, invoices will be generated automatically based on the stored data. Existing custom invoice templates and layout adjustments will no longer be used.

3. Check the tax classification of service types

To ensure that the tax treatment of services is correctly represented in e-invoices, Converia uses standardised tax categories and, where applicable, tax exemption reasons.

These details are assigned to the service types used in your event's offer packages.

The required classifications are already preconfigured. In most cases, you will not need to make any changes.

Go to the "Check activity types" section.
Review the displayed service types and tax rates.
Check whether the displayed tax classification is correct for your services.
If you notice any discrepancies, contact your system administrator or Converia Support.

The overview shows, among other things:

The name of the service type.
The configured tax rate.
The offer packages in which the service type is used.
The assigned e-invoicing tax category.
The reason for a tax exemption, if applicable.

Normally, you do not need to configure the technical tax codes yourself.

Particularly for tax-exempt services, you should check whether the preselected classification is appropriate for your specific case.

Authorised administrators can make changes to service types under Administration → Accounting → Activity types.

If you are unsure about the tax treatment, consult your tax adviser to confirm the correct classification.

4. Complete the preparation

Once you have checked and completed the information, you can finish the preparation.

Click "Save preparation" at the bottom of the preparation page.

This saves the settings for your event.

Important: Repeat the preparation for every additional event for which you want to issue invoices to businesses after the transition.

Notes

What happens if you do not complete the transition by 25 November?
Events for which the preparation has not been completed will initially continue in legacy mode after the update to version 10.
In this mode, only simple gross invoices in the existing PDF format are possible. The business customer mode with net prices will not be available.
You can also complete the transition later.
As soon as you have completed the preparation for an event, the business customer mode will become available again for that event.
Changes to existing invoice settings
As part of the preparation, the previous "Show VAT" setting will be removed. Instead, the "Tax exemption note" setting will be available.
In addition, the new invoicing process will be based on structured invoice data. Existing PDF invoice templates will no longer determine how invoices are generated in the new invoicing process.

Frequently asked questions

Do I need to prepare each event separately?

Yes. The invoicing mode must be selected and the invoicing preparation completed separately for each event.

Do I need to configure the tax codes myself?

Normally, no. The tax categories and tax exemption reasons are already preconfigured. You only need to check whether the displayed classifications are correct for your services.

If a classification is incorrect, contact your system administrator or Converia Support.

Can I complete the preparation after 25 November?

Yes. The migration wizard can also be used after the update to Converia Classic 10. Once the preparation is complete, the business customer mode will become available again for the relevant event.

What happens if I keep the existing invoicing mode?

In legacy mode, simple gross invoices will continue to be generated in the existing PDF format. E-invoices and the business customer mode with net prices will not be available.

Do invoices already issued for ongoing events need to be converted to e-invoices at the turn of the year?

No. Invoices that have already been issued do not need to be converted into e-invoices retrospectively. This also applies to ongoing events that continue beyond the turn of the year.

For newly issued invoices, the legal requirements and transitional provisions applicable at the time of issue will apply. You should therefore prepare your event for the new invoicing process in good time.

Do I also need to switch Converia Neon?

No. The transition described here applies exclusively to Converia Classic. Information about changes to Converia Neon will be provided separately.

Preparing your event(s) for e-invoicing (Converia Classic)