Set Document Data in an Invoice
Every electronic invoice requires document data (Italian: “dati del documento”). This is the basic information that identifies your invoice: its date, number, currency, and description. This guide shows you how to find and fill in these fields correctly.
What is Document Data?
Document data is the core information that every invoice must have. It tells the recipient and the Italian Revenue Agency (Agenzia delle Entrate) the essential details about your document.
| Field | What it is | Required? |
|---|---|---|
| Date | When the invoice is issued | Yes |
| Number | Unique identifier for your invoice | Yes |
| Currency | The currency used (usually EUR) | Yes |
| Language | Document language (Italian by default) | Yes |
| Subject | Brief description of what you’re invoicing | No |
| Notes | Additional information for the customer | No |
| Private Notes | Internal notes (not visible to customer) | No |
| VAT Eligibility | When VAT becomes due | No |
How to Access Document Data
Step 1: Open Your Invoice
Create a new invoice or open an existing draft invoice that you want to edit.
Step 2: Find the Document Data Card
On the invoice screen, look for the Document Data card. It’s one of the first cards you’ll see in the form, showing a summary of the current document settings.
Step 3: Click to Open Settings
- Click on the Document Data card
- A side panel opens with all the editable fields
Alternatively, if you’re creating a new invoice, you may see a link that says Set document data - click this to open the panel.
Understanding Each Field
Date (Data)
The invoice date is when you issue the document. This is important for:
- Tax deadlines
- Payment due date calculations
- Accounting periods
How to set it:
- Click on the date field
- Select the date from the calendar
- Or type the date manually in DD/MM/YYYY format
Tip: The date cannot be in the future. If you’re preparing an invoice for later, save it as a draft.
Number (Numero)
The invoice number identifies your document uniquely. FatturaSmart automatically suggests the next available number based on your numeration series.
How it works:
- The system shows the suggested number
- You can use the suggested number by clicking Use suggested
- Or enter a custom number manually
What you see:
- Series: The numeration series (if you have multiple)
- Number: The document number within that series
Important: Each invoice must have a unique number within your fiscal year. The system helps you avoid duplicates.
Language (Lingua)
The document language setting. This affects certain text fields in the XML file sent to the Revenue Agency.
- Default value: Italian (it)
- You can change to another 2-letter language code if needed
Most Italian invoices keep this as “it” (Italian).
Currency (Divisa)
The currency used for all amounts in the invoice.
- Default: EUR (Euro)
- Uses 3-letter ISO currency codes (EUR, USD, GBP, etc.)
Note: For Italian domestic invoices, EUR is almost always used. Different currencies may apply for international transactions.
Subject (Oggetto)
A brief description of what the invoice is for. This text appears on the invoice and is sent to the Revenue Agency.
Examples:
- “Professional services - January 2024”
- “Website development - Project ABC”
- “Consulting for tax filing 2023”
This field is optional but recommended. It helps your customer (and you) quickly understand what the invoice covers.
Notes (Note)
Additional notes that appear on the courtesy copy of the invoice. Use this for:
- Payment instructions
- Thank you messages
- Additional terms
- Project references
Where it appears: Notes are visible on the PDF/courtesy copy you send to customers.
Private Notes (Note Private)
Internal notes that are never sent to the customer or the Revenue Agency. Only you can see these.
Use this for:
- Internal reference codes
- Staff notes
- Reminders for yourself
- Project tracking information
Privacy: Private notes stay in your system only. They’re useful for record-keeping without exposing information to customers.
VAT Eligibility (Esigibilità IVA)
This technical field indicates when the VAT becomes payable to the Revenue Agency.
| Code | Meaning | When to use |
|---|---|---|
| I (Immediata) | Immediate | Most common - VAT is due when you issue the invoice |
| D (Differita) | Deferred | For specific cases with deferred VAT payment |
| S (Scissione) | Split Payment | For Public Administration invoices |
Default: I (Immediate) - This is correct for most invoices.
For Public Administration: If you’re invoicing a public entity, the VAT eligibility may be set to “S” (split payment). See our guide on Split Payment.
Saving Your Changes
After filling in the document data:
- Review all fields in the panel
- Close the panel by clicking outside it or pressing the X
- Your changes are reflected in the Document Data card
Note: Changes are saved when you save the entire invoice. Click Save in the invoice toolbar to save your work.
What You See After Setting Document Data
The Document Data card shows a summary:
- Date: The selected date
- Number: Your invoice number
- Additional info: Any other relevant details
If there are validation issues (missing required fields), the card will show a warning.
Frequently Asked Questions
Can I change the date after saving?
Yes, as long as the invoice hasn’t been sent to SDI. Once sent, the invoice is final and cannot be modified.
What happens if I enter a duplicate number?
The system warns you if the number is already used. You should always use unique numbers within your numeration series.
Do I need to fill in all fields?
Only Date, Number, Currency, and Language are required. The others (Subject, Notes, Private Notes) are optional but useful.
Can the customer see my Private Notes?
No. Private Notes are only visible in your FatturaSmart account. They’re not included in the PDF, XML, or any document sent to the customer.
What if I leave the Subject empty?
The invoice is still valid. However, adding a subject helps with record-keeping and makes the invoice clearer for your customer.
How do I change my numeration series?
Go to Settings > Numeration to create or modify numeration series. Each series can have different formats and starting numbers.
What’s the difference between Notes and Subject?
- Subject (Oggetto/Causale): Appears in the official XML file sent to the Revenue Agency
- Notes: Appear only on the courtesy PDF copy
Can I use a number from a previous year?
Yes, if your numeration series is set to reset yearly. For example, you can have invoice #1 in 2023 and invoice #1 in 2024 if your series resets each year.
Quick Summary
- Open your invoice
- Click on the Document Data card
- Set the date, number, and currency
- Add a subject to describe the invoice (recommended)
- Add notes if needed for customer information
- Add private notes for your internal records
- Close the panel and Save your invoice
Need Help?
If you have questions about document data settings, contact us:
- WhatsApp: Click the icon at the bottom right
- Email: support@fatturasmart.com
Related guides:
- Set Up Payment Terms - Configure payment methods and due dates
- Create an Invoice as a Flat-Rate Taxpayer
- Invoice Public Administration
