---
title: "Invoice items in certified invoicing: what they are and how to manage them"
description: Understand the four types of items, submission categories and active/inactive status before you send e-invoices.
---

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# Invoice items in certified invoicing: what they are and how to manage them

## Understand the four types of items, submission categories and active/inactive status before you send e-invoices.

When you use **Certified invoices** (e-invoicing) in Chekin, every amount on a booking is handled as an **item**. Setting up your items correctly is what decides which amounts are declared to the tax authority, and how.

### What is an item?

An item is a single invoice line that represents a specific amount of a booking, for example the accommodation price, the tourist tax or a cleaning fee. Each item also defines how that amount must be reported to the invoicing or tax service of your country (for example myDATA in Greece or SDI in Italy).

### The four types of items

- **System items**: built-in items that exist by default, such as the standard *Tourist tax* line. Chekin manages them.
- **Imported items**: items that come directly from your connected PMS (for example "Accommodation" or "Cleaning fee"). They show exactly what your PMS sent.
- **Manual items**: items you create yourself by adding a new row in the items table. Use them for one-off charges or lines that your PMS does not send.
- **Generated items**: items created automatically by the **Formula Builder**. Their amount is calculated with a formula based on booking data (for example, the net amount without VAT or a municipal tax). See [Formula Builder](https://support.chekin.com/en/invoice-items-in-certified-invoicing#formula-builder) below.

### Submission category

Every item has a **submission category**. It tells Chekin what the amount legally represents and how it must be sent to the tax service. The category does not change the amount; it only defines its meaning for reporting.

Examples of categories (Greece):

- **General invoice**: the main booking revenue (accommodation price, general services), declared with the applicable VAT rate.
- **Tourist tax**: the climate/environmental fee charged per night or per guest. It is not normal revenue and follows its own reporting rules.
- **Accommodation tax**: the municipal accommodation tax, kept separate from the booking revenue.

**Important:** the invoice does not list your items one by one. Chekin adds up the **active** items by submission category and sends one total per category. Categories whose total is zero are not sent.

### Active and inactive items

- **Active**: the item is included in the invoice total and is declared to the tax service.
- **Inactive**: the item is **not** included in the invoice total. It can still be used as a value inside the Formula Builder, for example to calculate another item.

⚠️ If you create a generated item from another item (for example, a net amount calculated from the gross amount), set the original item to **inactive**. Otherwise the same amount is declared twice.

### How to manage your items

Before you start, make sure that your PMS is connected, your properties and bookings are synchronised, payments are turned on and the supplier of the property is created.

1. In the Chekin dashboard, go to **Properties** and open the property.
2. Open **Certified invoices** and scroll down to the **Invoice Items Management** section.
3. Click **Sync payment items** so that the items from your PMS appear (imported items).
4. For each item, check that the **submission category** is correct and change it if needed.
5. Switch on only the items you want to declare and switch off the rest.
6. To add a line that your PMS does not send, click **Add item** → **New item** to create a manual item. To calculate an amount automatically, choose **Price automation** (Formula Builder).

![Invoice items section with the Add item menu open](https://support.chekin.com/hubfs/chekin-einvoicing-invoice-items-add-item.png)  
*Interface shown in Spanish.*

### Example: tourist tax

1. In the **Tourist taxes** section of the property, set the fee and make sure **Where to apply** is set to **E-invoicing only**. Otherwise the tax is not declared.
2. In **Certified invoices** → **Invoice Items Management**, check that the tourist tax item has the submission category **Tourist tax**.
3. Switch the item on if you want the amount to be declared, or off if not.

### Need to calculate amounts automatically?

If your PMS sends prices that include VAT or other taxes, or you need to split an amount into several categories, use the Formula Builder to create generated items. Read our guide **Formula Builder: calculate invoice items automatically**.

If you have questions, write to us at [support@chekin.com](mailto:support@chekin.com).

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