👉 Important: This article only concerns only companies registered in Italy. 🇮🇹
With Qonto, you can create and send your electronic invoices in a few clicks from your computer. Access to this functionality is available for:
Customers with Smart, Premium, Essential, Business and Enterprise plans (if you wish to change your plan, click here).
Users with Owner and Admin roles.
To generate an invoice with Qonto, connect to your interface from your computer and click on Invoicing from the side menu section.
1. Set up automatic invoice numbering
With Qonto you can easily set the number of your next invoice: check the suggested number, and if necessary, enter a new one.
Once confirmed, we will automatically generate all next invoice numbers, which will be unique and sequential.
👉If you wish to activate the manual numbering of the invoices, click here and scroll down to "Manual invoice numbering".
2. Enter customer information
Entering your customer information is very simple: just create a new customer or add an existing one.
a. Add a new customer
If you are creating an invoice for the first time, click on the '+' button to add the details of a new customer.
Next, indicate whether your customer is a company, a professional or an individual and fill in the information required by the form.
💡 After selecting the correct country, make sure that the VAT number of your foreign customer has a country code other than IT, before the VAT digits (e.g. GB0000000 for the UK, DE0000000 for Germany and FR0000000 for France).
In case your customer does not speak the language of the country where your company is registered, you have the possibility to set the language in which the invoice will be issued. You can choose between English, French, Spanish, Italian and German.
Check that the information is correct and click on Confirm.
Your customer information will be saved and you will not have to enter it again for future invoices!
b. Select an existing customer
Open the drop-down menu and select the customer to whom you wish to send your invoice.
3. Create an invoice
It is now time to create your invoice. Fill in the required information as indicated on the screen:
Issue date and due date;
Order number (optional);
Objects: You can add one or more objects to your invoice based on the services or products you are charging the customer for.
Each object must contain a title, description (optional), quantity, unit price and VAT rate;
💡If the item in question is exempt from VAT, you can set a rate of 0% and select the reason for the exemption from the drop-down menu at the bottom.
Tax details (INPS pension/contributions, withholding tax and revenue stamp are optional - to be added according to your specific situation).
☝️Good to know: The cost of a stamp on an invoice is not counted in the final settlement, which only includes Total (excluding VAT) and Total VAT amount.
To pay the stamp duty on your invoices, log in to your tax drawer.
If you need more precise information on how to pay stamp duty, you can consult the official website of the Internal Revenue Service (Agenzia delle Entrate).
Choose Payment Method, Payment Conditions and Account to credit.
Finally, add further information under Terms, conditions and legal notes: Your VAT number, tax identification number or tax identification certificate are mandatory pieces of information to be added manually in this section.
If you wish, you can also add optional ones.
☝️ Important! In case of multiple accounts:
For the payment to be associated with the corresponding invoice, your customer must make the transfer directly to the IBAN indicated on the invoice.
4. Checking Additional Information
In general, the mandatory additional information is:
Your VAT number;
Your tax identification number or tax identification certificate.
🚦In order for your VAT number to appear on the invoice, you will have to add it manually under Terms, conditions and legal notes.
This information will appear with the rest of the footnotes on the invoice.
⚙️ We are working to automate the inclusion of the VAT number on Qonto invoices, and to improve its visibility.
5. Personalise your invoice (optional)
💡 If you wish to personalise your PDF invoice with your company logo (if you have one), and the email address of the issuer by clicking on Settings at the top of the screen.
From here you can add your logo in JPEG or PNG format (file size must not exceed 5 MB) and the e-mail address you wish to display on the invoice.
Please note that these changes will only be entered for future invoices, and can be changed again at any time. A member of your team can also customise logo and/or email, and even then the changes will be applied to all future invoices only.
Instead, previously issued invoices will not be updated with the new logo and email address.
It's almost done! Take a final look at the information you have entered and click Create Invoice when you are ready, or Save Draft if you prefer to finalise it later.
You can share the draft with your client by clicking on "Share with your client" or, if you are not sure about the accuracy of the information and need help filling in the tax data, you can share it with your accountant by clicking on "To your accountant" section.
For more information, please consult this dedicated article: How to create and share draft electronic invoices?
Once the invoice is confirmed, it will be automatically transferred to the Interchange System (Sistema di Interscambio) for approval. You can stay updated on the status of your invoice from the Invoicing section (click here for more information on how to monitor the status of your invoices).
6. Share your invoice
As soon as your invoice is approved by the Interchange System (Sistema di Interscambio), you can choose to share your invoice with your customer in two ways:
a. By email
From the Invoicing section, click on the invoice in question and then on Send Invoice at the bottom right of the screen. Enter the recipient's email (you can also enter more than one, separating the addresses with a comma) and customise the subject and message of your email.
To facilitate the tracking of the email, you can tick the box Insert me in cc at the bottom of the page. When you have finished, click on Send.
b. Via link
If you prefer to send the invoice from your personal email address or via another channel (e.g. WhatsApp), go to Invoicing, click on the Share via link section and copy the URL link to share with your customers.
7. Download your invoice
You can select and download individual invoices, or a set of multiple invoices, in one compressed (zip) file, which will be automatically sent to your email address.
This file contains all the selected invoices in PDF format, and can be forwarded to your accountant or any other person of your choice.
For more information on how to download your invoices in PDF format, you can refer to this article: Where can I find my Qonto invoices?
☝️ Please note that it is not yet possible to generate self-invoices on Qonto.
Instead, with Qonto you have a package of 400 accounting elements (including active invoices, passive invoices and credit notes).
For example, you can create 200 active invoices with 50 credit notes, and receive 150 passive invoices from your suppliers. It does not matter how many items you create (or receive), as long as you stay within the 400 accounting items limit.
After 365 days from the time you create your first accounting item, the count returns to 400 again.
Have you reached the limit? Contact our team!
8. Cancelling your invoice
You made a mistake and want to cancel your invoice? You can refer to this article.