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How to create a customer invoice?
Updated over a week ago

You can easily create and manage customer invoices directly on your Qonto account to streamline your payment process.

This feature is available for Smart, Premium, Essential, Business, and Enterprise plans, and can be accessed by Owners and Admins.

SPECIAL OFFER: From the 15/05 until the end of 2024, users on Basic plan will also be able to use this feature.

☝️ Good to know: The default format for invoices generated via the Qonto invoicing tool has been updated to Factur-X, for French businesses. Qonto is actively engaged in the process of adapting our current invoicing solution to ensure compliance with the upcoming electronic invoicing reform in France.

Creating your Invoice

To create a new invoice on Qonto, follow these steps:

  • 🖥️ From your computer, go to Invoices > Client invoices, in the left-men

  • 📲 From your mobile app, go to Menu > Client invoices.

Click on Create an invoice at the top right side of your screen.

Alternatively, you can duplicate an existing invoice by selecting it from your invoice list and clicking on the duplicate icon (available only via the web app).

When creating an invoice, fill in the required fields as indicated:

  • Issue date, Performance date (optional), due date, and purchase order (optional).

  • Products and services: Add items corresponding to the products or services being invoiced, including a title, description details (optional), quantity, item unit (optional) unit price, and VAT rate. On the web, you can search through your previous Products and services.

  • Item details: Add items corresponding to the products or services being invoiced, including a title, description (optional), quantity, item unit (optional), unit price, VAT rate, and discount (optional).

  • Account information: Specify the account where you want to receive payment.

  • Optional: you can add a header to your invoice.

  • Important: If you have multiple accounts, ensure that the customer makes the transfer to the IBAN indicated on the invoice for proper reconciliation.

Adding client's information:

To include client information in your invoice, follow these steps:

a. Create a new client:

  • Click on Add a new client or the "+" button if it's your first time creating an invoice on Qonto.

  • Select whether the client is a company or an individual, and fill in their details.

    • You can also define a delivery address that could be different from the billing address.

  • You can also set the language for the customer's invoice if they don't speak the language of your company's country (choose between English, French, Spanish, Italian, and German).

  • Choose a different currency you would like to issue the customer’s quote and invoices, if not in Euro.

  • Once verified, click on Confirm Save (for phone users).

The client's information will be saved for future use, eliminating the need to reenter the details.

b. Select an existing client:

  • Click on the client you wish to invoice (open the dropdown menu first via the web app).

Set up automatic invoice numbering:

  • Review the suggested invoice number or insert a new one via Settings.

  • Once confirmed, Qonto will automatically generate unique and sequential invoice numbers for future invoices.

Customizing Invoices (available only via the web app):

You can customize your invoices to reflect your brand by following these steps:

  1. Company details

  • Add your logo: Upload a JPEG or PNG file (maximum size of 5MB) via the "Settings" tab at the top of the screen.

  • Set issuer email address: Specify the email address you want to display on your invoice.

  • Set a VAT number for your invoices.

  • Set your transaction type, whether Goods or Services.

  • Set the VAT payment condition according to your need: Whether on receipt or on debit.

  • Insert your Capital share and RCS number.

  • Note: Customization changes will only apply to future invoices and can be modified at any time. Previous invoices will not be updated with new logo or email changes.

  1. Terms and conditions

    • Set the discount conditions regarding the payment.

    • Set late payment penalties for your invoices.

    • Set legal fixed compensation regarding the payment of your invoices.

Sharing your Invoice

You can share your invoice with recipients in two ways:

1. Send it by email:

Fill in the recipient's email address (multiple addresses can be added, separated by a comma) and customize the subject line and message. Optionally, add yourself in the copy of the email for tracking purposes.

Click on Send to send the invoice.

☝️ Important detail: the email address where you receive the copy of this email cannot be changed.

2. Share a payment link:

If you prefer using your own inbox or another channel, copy the custom payment URL available in the Share by payment link tab and paste it where needed.

You can also resend an invoice at any time. From the Invoicing menu, select the invoice and resend it to your client

Cancelling Your Invoice

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

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