You can easily create and manage customer invoices directly on your Qonto account to streamline your payment process. This feature is available for Basic, Smart, Premium, Essential, Business, and Enterprise plans, and can be accessed by Owners and Admins. Accountants can access the customer invoices but cannot create them.
☝️ The default format for invoices generated via the Qonto invoicing tool has been updated to Factur-X, for French businesses. Qonto is officially registered as a PDP (Plateforme de Dématérialisation Partenaire) by the DGFiP, and is therefore compliant with the e-invoicing reform.
Creating your Invoice
To create a new invoice on Qonto, follow these steps:
🖥️ From your computer, go to Invoices > Client invoices, in the left-menu. Then, click on Create invoice in the top-right corner of your screen.
📲 From your mobile app:
- select the shortcut “Create invoice”, then select “+”
- or go to “Menu” > “Customer invoice” > “+”
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).
You can create two types of invoices:
- Standard invoices for regular billing
- Deposit invoices when you need to request advance payment from your clients. 💡 If you want to learn more about Deposit Invoices you can refer to this blog.
When creating an invoice, fill in the required fields as indicated:
- Choose the type of invoice. By default, a standard invoice will be created. To create a deposit invoice, toggle on the "Deposit invoice" switch in the Invoice details section.
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Issue date, Performance date (optional), due date, and purchase order (optional).
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Products and services: Add items to be invoiced using your catalog, pre-recorded in the 'Products and Services' section. You can also manually enter information for each item to be invoiced (title, description, quantities, unit, unit price, and VAT rate)
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Account information: Specify the account where you want to receive payment.
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Optional: add a discount to the total amount of your invoice. You can apply the discount in two ways: Enter a specific amount (e.g., €50) or set a percentage (e.g., 10%). The discount will be automatically calculated and clearly displayed.
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Optional: you can add a header and a footer to your invoice. Note: You can use the header to specify if it's an invoice for "frais de débours", for example.
☝️ Important: If you have multiple accounts, ensure that the customer makes the transfer to the IBAN indicated on the invoice for proper reconciliation.
💡 If you’re creating your first invoice, you will have the possibility to take a tour of the invoicing tool via a demo. You can also upload your last invoice and the system will read automatically its contents to complete required information in the invoice settings.
Adding client's information:
To include client information in your invoice, follow these steps:
a. Create a new client:
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Click on Add a new client or the "+" button if it's your first time creating an invoice on Qonto.
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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.
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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).
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Choose a different currency you would like to issue the customer’s quote and invoices, if not in Euro.
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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.
If you want to import your list of clients via a file or integration, visit this article to learn how to do it.
b. Select an existing client:
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Click on the client you wish to invoice (open the dropdown menu first via the web app).
Reuse and add items to your catalog
Consider adding your products and/or services to your Qonto catalog to easily integrate them into your quotes and invoices:
1. Access the 'Products and Services' section from your web or mobile application.
2. Click on "Add a new item" on the web, or use the (+) button on mobile.
3. Enter all the required information, including name, price, currency, quantity, unit, and VAT. Optionally, you can add a description, an external link, and your personal notes.
4. When creating a quote or an invoice, select the items to be invoiced directly from your catalog for a quick and error-free process.
Set up automatic invoice numbering:
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Review the suggested invoice number or insert a new one via Settings.
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Once confirmed, Qonto will automatically generate unique and sequential invoice numbers for future invoices.
Customizing Invoices:
You can customize your invoices to reflect your brand by following these steps:
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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.
- Change the colors of your invoice: you can customize the brand color and the text color.
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.
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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.
- Add a clickable link to your terms and conditions and give it a title.
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.