Documentation

Official guides to configure and use Pay by idir.ai.

Client management

Clients are the entities to which you issue invoices. Accurate client configuration is essential to avoid fiscal errors, payment issues, and comply with legal data protection obligations.

Why is good client management important?

•Client data appears on invoices and has fiscal and legal validity
•Incorrect Tax ID can invalidate invoice or cause issues with Tax Agency
•Incomplete address hinders traceability and regulatory compliance
•Sensitive data (Tax ID and address) is automatically encrypted with AES-256
•You can check complete history of invoices issued to each client

Required client data

Each client must have complete fiscal information to issue valid invoices.

Client identifier

Required

Unique code within business to identify client. Can be auto-generated or custom. Examples: CLI-001, ACME, CLIENT-2026-001.

Legal name / Company name

Required

Full client name (individual) or company name (legal entity). Must exactly match fiscal documentation.

Tax ID

Required

Client Tax Identification Number. Automatically encrypted with AES-256-GCM before storage.

Full address

Required

Client fiscal address: street, number, floor/door. Automatically encrypted for data protection.

City and postal code

Required

City/locality and postal code. Postal code is important for fiscal traceability.

Province/region

Optional

Client province, state, or region. Useful for geographic reports.

Country

Optional

Client country. Defaults to business country. Important for international invoicing.

Optional

Client email address. Required if you want to send invoices automatically by email.

Data security and encryption

Your clients' sensitive data is protected with military-grade encryption.

✓Tax ID encrypted with AES-256-GCM with unique initialization vector
✓Fiscal address encrypted with same maximum security standard
✓32-byte encryption key never stored in database
✓Authentication tag to detect encrypted data tampering
✓Full GDPR compliance for personal data protection
✓Data is decrypted only when needed (invoices, viewing)

Manual client creation

Add clients one by one from management interface.

1. Access "Clients" section in dashboard
2. Click "New client" or "Add client"
3. Complete form with all fiscal data
4. System automatically validates Tax ID format
5. Sensitive data is encrypted upon save
6. Optionally configure specific bank details for this client

Bulk import via CSV

Load multiple clients at once via CSV file. Ideal for migration from other systems or initial portfolio upload.

CSV Format Requirements

Delimiter: comma (,) or semicolon (;) - automatic detection
Encoding: UTF-8 recommended for special characters
First row: column names (flexible, accepts variations)
Accepted columns: identifier, first_name, last_name, nif_cif, email, address, city, zip_code, provincia, country

✓Row-by-row validation with detailed error report
✓Automatic delimiter detection (comma or semicolon)
✓Flexible column name normalization
✓If errors occur, you can download CSV with failed rows
✓Correct rows are imported even if others have errors
✓Data is automatically encrypted during import

CSV Example

identifier,first_name,last_name,nif_cif,email,address,city,zip_code,provincia,country
CLI-001,John,Smith,12345678A,john@example.com,Main St 1,Madrid,28001,Madrid,ES
CLI-002,Mary,Johnson,87654321B,mary@example.com,Diagonal Ave 123,Barcelona,08001,Barcelona,ES

Per-client payment configuration

Some clients may require you to use a specific bank account for payment. You can override business default payment details.

Client-specific bank name

Alternative IBAN for this client

Client bank BIC/SWIFT

Alternative beneficiary if applicable

Common use cases

Multinational client with dedicated supplier account
Specific project requiring project account
Client requesting direct debit at specific bank
Accounting separation between different service types

Note: If you do not configure specific payment, business default bank details are used.

Invoice history per client

From each client record you can see all invoices issued to that client.

•Complete invoice list: draft, pending, paid, overdue, cancelled
•Total accumulated invoiced to that client
•Total pending payment (pending + overdue invoices)
•Last issued invoice with date and number
•Direct access to each invoice to view detail or download PDF
•Filters by invoice status and date range

Editing and updating clients

You can modify client data at any time. Changes do not affect already issued invoices.

⚠Client data in existing invoices does not change (snapshot stored)
⚠New invoices will use updated client data
⚠You can change Tax ID, address, email, etc. without restrictions
⚠Audit history records who and when modified each client
⚠You cannot delete a client if they have associated invoices

Best practices

Tax ID validation

Verify format is correct before saving
For Spain: 8 digits + letter (NIF) or letter + 7 digits + letter (CIF)
Verify against client official documentation if in doubt
Wrong Tax ID can cause serious fiscal issues

Complete addresses

Always include street number, not just name
Add floor/door when applicable for greater precision
Correct postal code is essential for traceability
Province helps in reports and geographic classification

Client identifiers

Use consistent pattern for all clients (e.g., CLI-XXX)
Avoid special characters that may cause problems
Consider including year or category if it helps organization
Once assigned, do not change identifier (use as reference)

Email for automatic sending

Validate email is correct before saving
Ask client which email they want to receive invoices at
Some clients have specific email for invoices
Without valid email you cannot use automatic sending

Data maintenance

Periodically review active client data
Update addresses if client notifies changes
Clean duplicate or test clients
Keep emails updated for effective communication