How to create a self-billed invoice?
Updated over a week ago

🇮🇹 This article is for Italian Qonto account holders.

What is a self-billed invoice?

A self-billed invoice verifies the sale of a product or a service and is issued by the customer on behalf of the supplier. The customer assumes both roles of issuer and recipient of invoice, and tehir details correspond to the invoice details of a customer who made the purchase.

Self-billed invoices are an exception to standard invoicing rules, which typically require the party receiving payment to issue the document and apply VAT to it.

The purchase of goods within or outside of the European Union (EU) needs to be reported to the Italian Revenue Agency (ADE) using electronic invoicing rules. In cases where passive invoices in analog format (such as paper or PDF invoices) are received from foreign suppliers, the resident entity (customer/buyer) is responsible for generating an electronic document (XML self-billed invoice) to be transmitted to the Sistema di Interscambio (SDI) for VAT integration.

How do I create a self-billed invoice?

In order to issue a self-billed invoice, you should always make sure that you uploaded/received a foreign supplier invoice to your inbox first. Read more about how can you get your foreign supplier invoices to Qonto inbox in: How to automate the processing of my receipts with Qonto?

  1. Access your Qonto account from your computer and click on “Purchases”Supplier invoices in the left-hand navigation menu.

  2. Select the supplier invoice that has not arrived from SDI and belongs to a foreign supplier (invoices that arrive from SDI have an “E-invoice” label displayed next to the invoice number).

  3. Open the invoice and click on the + button near the Self-billed invoices section on the right side of the screen.

  4. You will see the self-billed invoice creation page with the preview of the supplier invoice on the right side. From there, you can copy and paste all the necessary data and pre-fill it on the left side. To visualize the self-billed invoice that you are creating, click on the toggle above the supplier invoice preview.

  5. Insert the following data:

    • The details of the foreign supplier. Note: The tax regime of the foreign supplier is automatically set as “RF18 - Altro” since foreign suppliers do not belong to the Italian Fiscal Regime system.

    • Self-billed invoice details.

      • Self-billed invoice numbering: It is automatically preset with the ad-hoc prefix "AF," which is unique for self-billed invoices.

      • Document type: The specific type of document to be issued to the Sistema di Interscambio will depend on the situation:

        • TD17 - Integration/self-billing for the purchase of goods from abroad

        • TD18 - Integration/self-billing for the purchase of services from abroad

        • TD19 - Integration/self-billing for the purchase of goods from Italy, according to Article 17, paragraph 2, of the Decree of the President of the Republic (DPR) 633/72

      • Issue date: It should correspond to the date of receipt (or alternatively, a date within the month of receipt) of the invoice issued by the foreign supplier.

    • Original supplier invoice data: The details of the foreign supplier invoice.

    • Products and services: for VAT integration purposes, the self-billed invoice should include in its line items the VAT amount due for each transaction of the foreign supplier invoice, applying the current applicable tax rate in Italy for that specific type of good or service (4%, 10%, 22%, or even VAT exemption).

Check that all the data is correct and then click on Create self-billed invoice.

Once you have created your self-billed invoice, Qonto will automatically transfer it to the SDI for approval.

🕐 The approval of your self-billed invoice may take from a few minutes to a few days, depending on the processing time of the SDI.

You can check the status of the self-billed invoice by clicking on the created "Self-billed invoice" in the Related documents section inside the foreign supplier invoice, and checking the SDI Status section. If the self-billed invoice is declined or not submitted to the SDI, Qonto will also send you an automatic email notification explaining what to do in each of these cases.

Where can I find the issued self-billed invoices?

Once self-billed invoice is created, you can see an attachment icon near the foreign supplier invoice on the supplier invoices list page. That means that this foreign supplier invoice has an attached self-billed invoice inside. Open the foreign supplier invoice and then click on "Self-billed invoice" in the Related documents section.

💡Please note that self-billed invoices are only available from a computer.

How to cancel a self-billed invoice?

🚨 Once created, you can only cancel your self-billed invoice with the help of our Customer Support (CS) team. Learn how to reach out to them via this article: If i need help can i talk to someone.

Good to know:

💡 Self-billed invoices have to be issued within the 15th day of the following month after the receipt of the foreign supplier invoice.

💡 Available for customers with Smart, Premium, Essential, Business, and Enterprise plans (if you wish to change your plan, click here).

For users with Owner, Admin, and Accountant roles.

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