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How to create a customer invoice?
Robert avatar
Written by Robert. Updated this week

To help you get paid easier and faster, you can create customer invoices directly on your Qonto web app.

Unlimited invoicing is available for:

  • Smart, Premium, Essential, Business, and Enterprise plans (to find out how to change your current plan, click here)

  • For Owners and Admins

To access Invoicing, log into your Qonto account from a desktop device and click on Invoicing in the navigation bar.

Issuing a new invoice

From the Invoicing page, click on Create an invoice at the top right side of your screen. Alternatively, you can also duplicate an invoice by selecting it from your invoice list and clicking on the duplicate icon at the top of the screen.

  1. Set up automatic invoice numbering

    With Qonto you can easily set up your next invoice number. Review the suggested code or insert a new one.

    Once you have confirmed it, we will automatically generate all your next invoice numbers, which will be unique and sequential.

  2. Adding client information

    Adding client information to your invoice is easy: simply create a new client or select an existing one on your Qonto account.

    1. Create a new client

      If you’re creating an invoice on Qonto for the first time, click on Add a new client or on the + button.

      First, select if your client is a company or an individual and fill in their details.

      In case your client does not speak the language of the country where your company is registered, you also have the possibility to set the language in which the customer’s invoice will be issued. You can choose between English, French, Spanish, Italian and German.

      Once you’ve checked that they’re correct, click on Confirm.

      Your client will now be saved and you won’t need to reenter their details next time.

    2. Select an existing client

      Open the dropdown menu and click on the client that you wish to invoice.

  3. Creating the invoice

    It’s now time to create your invoice. Fill in the necessary fields as indicated on the screen:

    • Issue date and Due date

    • Item: You can add different items that correspond to the products and services that you’re invoicing your client for. Every item should contain a title, description (optional), quantity, unit price, and VAT rate.

  4. Finally, add your account information to the invoice by selecting in which account you’d like to receive payment.

    ☝️ Important in case of multiple accounts : For the payment to be reconciled with the invoice, your customer should make the transfer to the IBAN indicated on the invoice.

    If you wish to add additional information, you may use the field labeled Terms, conditions, and legal mentions. This can be useful if you wish to add information such as your VAT identification number or penalty conditions that apply in case of late payment.

  5. Customizing your invoices

    You can customize your invoices by adding your logo (if you have one) and issuer email address by clicking on the Settings tab at the top of the screen.

    From here, you can add your logo in JPEG or PNG (file size shouldn’t exceed 5MB maximum) and the email address that you would like to display in your invoice.

    Please note that these changes will only apply for future invoices and can be modified again at any time.

    From this section, you may also update your logo and the email address. If you do so, the invoices that were previously issued will not be updated with the new logo and the new email address.

    Please keep in mind that the issuer email address will appear on every invoice created on your Qonto account. Therefore, if a member of your team customizes it, changes will apply for all future invoices.

Sharing your invoice

You can share your invoice in two ways:

  1. Send it by email

    Fill in your recipient’s email address (you can add multiple addresses, separated by a comma) and set a custom subject line and message.

    To facilitate tracking, you can add yourself in copy of the email by ticking the checkbox at the bottom of the page.

    When you’re done, click on Send.

  2. Share a payment link

    If you prefer to send your invoice from your own inbox or through another channel (like WhatsApp), you can copy and paste the custom payment URL that’s available in the tab Share by payment link.

    You can also resend an invoice at any moment. From the Invoicing menu, select an invoice and resend it to your client by email or sharing a payment link.

Cancelling Your Invoice

Did you make a mistake and want to annul your invoice? You can refer to this article.

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