You can create and issue e-invoices directly on your Qonto web app in just a few clicks. Full access of this feature is available for:

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

  • Users with Owner or Admin roles

To create e-invoices on Qonto, log into your Qonto account from a desktop device and click on Invoicing in the navigation menu.

  1. Adding client information

    Adding client information to your e-invoice is easy: just create a new client or select an existing one.

    a. To create a new client

    If you’re creating an invoice on Qonto for the first time, click on Add client. If you have already created invoices, you will see a black + button - click it to add a new customer.

    First, select if your client is a company, a freelancer, or an individual and fill in their details in the corresponding tab. Once you’ve checked that the information is correct, click on Confirm. Your client will now be saved and you won’t need to re-enter their information next time!

    b. To select an existing client:

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

  2. Creating the e-invoice

    It’s now time to create your e-invoice. Fill in the required details as indicated on the screen:

    • Unique invoice number

    • Issue date and Due date

    • Purchase order number (optional)

    • Items: You can add one or multiple items to your e-invoice, corresponding to the services or product that you’re billing your client for. Every item must contain a title, description (optional), quantity, unit price, and VAT rate.

      💡If the item is exempt from VAT, you can set a VAT rate of 0% and select the nature of the tax exemption from the dropdown menu below.

    • Fiscal details (pension/INPS contribution, tax withholding, and revenue stamp are optional - to add according to your specific situation)

    Finally, choose your Payment method of choice and Payment conditions. If needed, you can also add additional information on the field labeled Terms, conditions, and legal notices; for example, this can be useful if you want to add penalty conditions in case of late payment.

    💡You can customize your PDF invoice with your own logo. Go to the Settings tab at the top of the section and upload a new logo (or replace an existing one) in JPEG or PNG (the file size shouldn’t exceed 5MB).

    You’re almost there! Take one final look and click on Create when you’re ready. Confirm that you’d like to issue your e-invoice and it’ll automatically get transferred to the Sistema di Interscambio for approval! Approval can take up to a few hours, and you can stay up to date on its status from the Invoicing section (click here for more on how to track e-invoices).

  3. Sharing your e-invoice

    Once it’s been approved by the Sistema di Interscambio, you can optionally share it with your client in two ways:

    a. Send by email

    Click on the e-invoice and select Send invoice on the bottom right of the screen. 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, just hit Send.

    b. Share by payment link

    If you prefer to send your invoice from your own email provider or through another channel (like WhatsApp), click on the tab Share by public link and copy the custom payment URL to share with clients.

☝️ Good to know: On Qonto, you can send and/or receive up to 200 e-invoices per year. Did you reach the limit? Get in touch with our team!

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