Overview

This document explains how to manage your invoice requests and invoices in Equativ's Financial portal.

Access

To connect to the Financial portal, proceed as follows: 

1. First, make sure you have the user right "View network invoice requests". For more information, see Manage users and user groups.
2. Click the link in the email notification received with your invoice request.
3. Log in to your Equativ account. 
4. Alternatively, access the Financial portal by going to Administration > Invoice requests.

Invoice request list

The list of invoice requests provides the following information:

• Period, Invoice request number, Invoice request amount in currency (incl. VAT), Invoice request amount in currency (excl. VAT). The billing currency used here might be differing from the reporting currency.
• Status including a tooltip with the latest comment, such as the reason for refusal.
• Links to download the invoice and the invoice request.

Invoice request processing

The invoice request process is as follows: 

1. Equativ generates an invoice request within the first five working days of the new month. Invoice requests are raised only when a minimum revenue of €/£/$ 200 is reached. Below this amount the revenue is cumulative with the revenue of the following months.
2. Each month, once a new invoice request is available, Equativ will send you an email notification with a hyperlink redirecting you to the Financial portal. Once you have logged in, you can view the latest invoice request as well as the previous ones.

Accept invoice request

To accept an invoice request, click the Accept button and upload your invoice in PDF format. After your invoice request has been accepted and your invoice uploaded, the status changes from Pending to Equativ Verification. Your invoice is now waiting to be reviewed and approved by Equativ's accounting team.

Refuse invoice request

To refuse the invoice request, click the Refuse button, type in the reason for the refusal and submit it. Once your request has been solved, you will receive another email notification with a link, so you can accept the new invoice request and upload the invoice.  

Invoice processing

Invoice status: Validated

The Validated Status with the estimated payment date indicates your invoice is correct and Equativ's accounting team has validated it. 

Invoice status: Refused

The Refused status indicates that the invoice is not correct and Equativ's accounting team has refused it. The tooltip displays the reason for the refusal.

Best practices

Invoice details

Make sure your invoice matches the invoice request. Double-check the period, amount, currency, and entity. Also, remember to mention the invoice request reference.

Equativ billing entities

All publishers, except Brazilian publishers, must raise their invoices to:

Equativ SAS
Accounting Department
66 rue de la Chaussée d'Antin,
75009 Paris - FRANCE
VAT Number: FR42 487 613 481

Brazilian publishers must raise their invoices to:

SMART ADSERVER DO BRAZIL LTDA
Financeiro
Rua Capitão Antônio Rosa, 409 - Sala 433 - Jardim Paulistano
01443-010 São Paulo - BRASIL
N° CNPJ: 15.615.160/0001-12
 

Bank details & payments

Send the IBAN and SWIFT (BIC) of your bank account or another official document issued by the bank stating the bank details to accounting@smartadserver.com. Alternatively, mention this information on your invoice.

FAQ

When is the payment made? Will I receive the payment on the exact date indicated on the Financial portal?

Once uploaded by you on the Financial portal, your invoice is automatically sent to Equativ's accounting team for review and validation. When the invoice is approved, the estimated date of payment will be displayed on the Financial portal. This date is defined according to contractual terms and can vary depending on factors such as your account status or bank delays. Therefore, the estimated date is for information purposes only. The status of your invoice might block payments from Equativ to you in the following cases:

• You send your invoice with incorrect information, such as a wrong amount or recipient.
• You don't upload the invoice on the Financial portal at all.
• You received a negative invoice request in the past. In this case, send the associated credit note before payments can be processed.
• You are using Equativ's direct campaign and RTB offers and are late on the payment of your ad serving invoices, which might affect the settlement date of your RTB invoices.

Why is the invoice amount different from the amount stated in Equativ reports?

You might see minor differences between the invoice amount and the amount stated in Equativ reports. If you see a significant difference, check the following:

• Verify if you are comparing the gross revenues, as visible in EMP, with the gross revenues of the invoice request (not with the net revenues).
• Check the currencies of the amounts.
• Check if the report uses the UTC timezone. Invoice requests are calculated based on the UTC timezone.

Reasons for persisting discrepancies include:

• Spends not paid by DSPs (in particular for invalid traffic) are removed only on the invoice request, but not in EMP.
• Counting discrepancies between Equativ & DSPs affect only invoice requests but not EMP data.
• Equativ's minimum CPM applies, reducing net revenues, but not gross revenues. This occurs when monetization on your inventory is too low.
• Rounding rules apply on all transactions and may lead to minor variations.
• In case of indirect payments, the revenues generated for Google Open Bidding (Google OB) are excluded from the invoice request and from the annexes, as they are not paid to you by Equativ but directly by Google. Equativ displays Google OB figures in EMP for information purposes only.

Why does my invoice request state that my earnings have been reduced by a minimum CPM?

The minimum CPM is a contractual CPM, applied only when the minimum net Equativ revenue expected for a month is below Equativ's profitability threshold.

The calculation is as follows:

(a) Net Equativ revenue expected for a month: Impressions * Contractual Min CPM / 1000
(b) Net Equativ revenue generated by the publisher for a month: IR gross amount - Net publisher amount

Minimum CPM deduction applied on publisher IR for a month:

(a) Net Equativ revenue expected for a month
-
(b) Net Equativ revenue generated by the publisher for Equativ for a month

If (a) > (b) then the Min CPM is applied, a deduction will appear on the invoice request.
If (b) > (a) then the Min CPM is not applied, no deduction will be made.

I forgot to send invoices to Equativ for several months. Can I combine all the past amounts on one invoice

No. You need to send one invoice per invoice request because each invoice request represents one billing period.  Equativ does not accept a global invoice for several invoice requests.

Can I send my invoice by email?

All invoices need to go through the Financial portal to facilitate paper flows, preventing loss of information and ensuring an eco-friendly processing.

How do I change my bank information?

Send an email at accounting@smartadserver.com with the official bank document. You will receive an email confirming the change.