E-Archiving & Retention

Belgian law (EU VAT Directive 2006/112/EC, Art. 244–246) requires invoices to be retained for 7 years. InvoStaq automates this — most invoices are archived without any action required.

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How auto-archiving works

InvoStaq sets archiveDate and retentionExpiresAt automatically:

Invoice type	Trigger
AR (sent)	When NetworkStatus transitions to Delivered, Sent, or Completed
AP (received)	When the bill is Approved

Retention period: archiveDate + 7 years + 2 leap days

You don't need to do anything — just send invoices normally.

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Archive search

Browse your retention archive from Sent Invoices → Archive in the dashboard, or via the API:

curl "https://api.invostaq.com/api/invoices/archive?type=ar&from=2026-01-01" \
  -H "Authorization: Bearer {token}"

{
  "items": [
    {
      "id": "550e8400-...",
      "invoiceNumber": "INV-00042",
      "vendorName": "Acme Trading NV",
      "totalAmount": 1210.00,
      "currency": "EUR",
      "type": "AR",
      "archiveDate": "2026-03-15T09:12:00Z",
      "retentionExpiresAt": "2033-03-17T09:12:00Z",
      "isOnLegalHold": false
    }
  ],
  "total": 84,
  "page": 1,
  "pageSize": 50,
  "totalPages": 2
}

Query parameters:

Parameter	Type	Description
from	date	Filter by archiveDate ≥ from
to	date	Filter by archiveDate ≤ to
type	ar / ap / all	Invoice type (default: all)
legalHold	boolean	Return only held invoices
page	integer	Page number (1-based, 50 per page)

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Manual archive

Most invoices archive automatically. For edge cases or backfill:

curl -X POST https://api.invostaq.com/api/invoices/{id}/archive \
  -H "Authorization: Bearer {token}"

{
  "archived": true,
  "archiveDate": "2026-05-07T10:00:00Z",
  "retentionExpiresAt": "2033-05-09T10:00:00Z"
}

This is idempotent — calling it twice returns the same result without changing the existing dates.

Eligibility rules:

• AR invoices: networkStatus must be Delivered, Sent, or Completed
• AP bills: status must be Approved
• Drafts and failed invoices cannot be archived

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Legal hold

A legal hold prevents an invoice from being deleted even after the 7-year retention window expires. Use this for invoices under dispute, audit, or litigation.

Set a legal hold

curl -X PUT https://api.invostaq.com/api/invoices/{id}/archive/legal-hold \
  -H "Authorization: Bearer {token}" \
  -H "Content-Type: application/json" \
  -d '{ "isOnLegalHold": true }'

{ "isOnLegalHold": true }

Remove a legal hold

curl -X PUT https://api.invostaq.com/api/invoices/{id}/archive/legal-hold \
  -H "Authorization: Bearer {token}" \
  -H "Content-Type: application/json" \
  -d '{ "isOnLegalHold": false }'

The invoice must be archived before a hold can be set. Calling on an unarchived invoice returns 409.

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Reconciliation (missed invoices)

If Arratech's webhook delivery failed for a period, use the reconcile endpoint to backfill:

curl "https://api.invostaq.com/api/invoices/inbound/reconcile?from=2026-01-01&to=2026-03-31" \
  -H "Authorization: Bearer {token}"

{
  "from": "2026-01-01",
  "to": "2026-03-31",
  "scanned": 47,
  "ingested": 3,
  "alreadyPresent": 44,
  "pagesFetched": 1,
  "rangeWarning": null
}

• scanned — transactions in the date range that were checked against the local database
• ingested — transactions that were missing locally and have now been added
• alreadyPresent — transactions already in the database (no change)
• rangeWarning — set when the 5,000-transaction scan cap was reached; narrow the date range if you see this

Limits: max 365-day range per request, max 5,000 transactions scanned.

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Archive UI

The Archive page under Accounts Receivable in the dashboard shows all archived invoices with:

• Filter bar: date range, type (AR/AP), legal hold only
• Retention expiry column (amber highlight when within 90 days)
• Set Legal Hold / Remove Legal Hold button per row
• Confirmation dialog before removing a hold

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Authentication

All archive endpoints require Bearer JWT. See Authentication.