Automatic order for vouchers: how to set it up correctly

As a self-employed business owner, you probably order your Monizze vouchers yourself, without going through a social secretariat. Placing a manual order every month takes time and attention, time you’d rather spend on your clients and your business. With the automatic order, you set that up once: you configure your distribution, and Monizze places your orders for you from then on, on time and without extra work.

The automatic order was recently updated. You now get more control: you set your own fiscal year, adjust your correction month directly, and use automatic ordering for your eco, gift and sport and culture vouchers too. This article walks you through setting everything up correctly.

What is the automatic order?

With the automatic order, you set up your orders once. Monizze then plans everything for you, shows you directly how many vouchers are awarded each month and at what value, and places the order automatically on the day you choose, without you having to do anything else.

The benefits at a glance:

• fewer errors than with manual orders
• less time on your admin
• your vouchers loaded on time, every month
• full visibility: you see your planned orders in advance
• no payment delays thanks to direct debit

The automatic order is built for smaller companies that manage their own voucher orders, such as self-employed business owners who don’t order through a social secretariat. Already have a Client Area with Monizze? Then you activate the feature yourself, under the “Orders” tab. Ordering through a social secretariat instead? Then the automatic order for your vouchers usually isn’t available.

See how the automatic order works

Prefer watching over reading? Our video shows you how to set up the automatic order for your meal vouchers, from your distribution to your first automatic order.

How to set up the automatic order for meal vouchers (monthly)

1. Set your distribution once

Choose the start month of your fiscal year: it automatically becomes your first month, making the month before it your last month. For that last month, which is your correction month, you set the number of vouchers separately (see step 4). You can adjust your fiscal year at any time.

2. Add beneficiaries

• Click “Add beneficiaries” and add them one by one, or use “Add everyone” to add them all at once
• Fill in the face value and monthly quantity of meal vouchers
• Click “Save automatic order”

A beneficiary must already be on your beneficiaries list. Add someone partway through the year? They receive their monthly quantity from the start month onward, with no retroactive effect.

3. Retroactive orders

Setting up your automatic order in the middle of your fiscal year? You can still pick a start month in the past, back to the start of your current fiscal year. The missed months are then bundled into a single combined catch-up order on your next invoice. Those retroactive months are clearly highlighted in your distribution table. A retroactive order can never go back further than January of the same year.

4. Manage your automatic order

• Edit (pencil icon): adjust the face value, your monthly quantity, or the quantity for your correction month. Months already ordered stay unchanged; only upcoming months change
• Pause: set one or more pause periods; those months are skipped, not redistributed over future months
• Stop: stop your automatic order completely, whenever you choose
• Remove: immediately or from a chosen end date, with a reason. You can re-add a removed beneficiary later, and past orders stay in your history

New: you now adjust the quantity for your correction month yourself, lower than your usual monthly amount or down to 0, instead of skipping that month entirely. That way you can plan a year-end correction in advance instead of placing an extra manual order afterwards.

Ready to set up the automatic order for your meal vouchers?

Automatic order for eco, gift and sport and culture vouchers (yearly)

Eco, gift and sport and culture vouchers are ordered once a year, on a date you choose. Setup works the same way for all three:

1. Choose the order day and month in the product settings
2. Add beneficiaries: each gets one voucher per year; the face value is pre-filled with the legal yearly maximum (eco vouchers €250 · gift vouchers €40 · sport and culture vouchers €100) and can be adjusted
3. Save: from then on, the order is placed automatically every year on that date

New for gift vouchers: you can now also add dependent children per beneficiary, counted for tax purposes. You can order up to €40 per year for the beneficiary and for each dependent child.

Is your chosen date already in the past? Then the first automatic order won’t happen until next year. Still want to order this year? Place a manual order instead. Note: only one automatic order per product per calendar year is possible. Missed dates aren’t caught up.

Want to set this up right away for your eco, gift or sport and culture vouchers? Log in to your Client Area and go to the “Orders” tab.

Automatic order for the solidarity voucher

The solidarity voucher works differently from the other vouchers: it’s an automatic monthly donation. You choose the order day and the donation amount per beneficiary once, and that amount applies to everyone. Each beneficiary then automatically receives one solidarity voucher every month, with no further action from you.

How to pay for your automatic orders

You set your payment method under your company settings. We recommend direct debit, easily set up thanks to itsme: your invoices are then paid automatically, so your orders never run into delays from a missed payment.

Manual order: when should you choose it?

Automatic orders boost your efficiency, but manual orders remain valuable for unexpected situations or specific needs. Here’s how to place a manual order:

• Place an order via the “Orders” tab
• Choose the type of voucher you want to order
• Fill in the face value and quantity
• Choose the loading date for the vouchers
• Check the different costs
• Pay by bank transfer
• Find your invoices under the “Invoices” tab

Focus on your core business, not admin

The right balance between automation and flexibility is key: use the automatic order for your routine orders, and manual orders for exceptional situations. That way you get the best of both worlds: less admin, more time for your clients and growing your business.

The automatic order is just a first step toward less admin. Automate your invoicing, expenses and planning too: every hour you save is an hour you get back for your clients and for growing your business.

Ready to activate the automatic order? Log in to your Client Area and set up your automatic order under the “Orders” tab.