Qonto's invoicing tool helps you create professional, compliant invoices and quotes and adapt them to your business identity ✨. You can configure default settings that apply to all your documents, then fine-tune each invoice individually when needed.
This feature is available to all plans, on 💻 web, for Owners and Admins.
What customization features are included in my plan?
All Qonto plans include the following invoicing features:
- Company information: Display your key business details on every document
- Logo upload: Add your brand logo to invoices and quotes
- Colors customization: Adjust brand and text colors to match your visual identity
- Invoice header and footer: Add custom messages at the top and bottom of your documents
- Custom document title: Rename your invoice or quote to match your industry (e.g., "fee note," "work order")
- Custom column names and order: Rearrange and rename line item columns (quantity, unit price, VAT rate, etc.)
- Sub-sections with title and description: Group items and display subtotals
- Attachments: Include supporting documents such as terms & conditions or a purchase order
How do I set up my invoice numbering?
You can configure your invoice numbering directly from Accounts receivable Client invoices Invoicing settings or during your initial onboarding flow.
- Review the next invoice number suggested by Qonto (default is 001), or enter a custom number to match your existing sequence.
- You can also edit the number pattern (e.g., F-2025-011) to align with your current format.
- Once confirmed, Qonto automatically generates unique, sequential invoice numbers for all future invoices, as required by accounting regulations.
💡 Regulations do not require you to restart at 001 at the beginning of a new tax year, but it is common practice.
How do I configure my company details and terms?
Setting up your company details ensures your invoices are compliant and include all legally required information. You can access these settings from Accounts receivable Client invoices Invoicing settings
Company details
- Issuer email address: Specify the email address displayed on your invoices.
- Transaction type: Select whether your business sells Goods or Services.
- VAT payment conditions: Choose the VAT rule that applies to your activity:
- Receipt-based VAT: VAT is due on the date of payment. Applies to services, transfers of tangible personal property, and construction work.
- Invoice-based VAT: VAT is due on the date the invoice is issued, regardless of when the client pays. Most commonly used for goods sales.
- Exemption: Applies to businesses whose turnover does not exceed the defined threshold, relieving them from declaring and paying VAT.
- VAT number: Add your VAT number to display it on all invoices.
- Capital share and RCS number: Insert your legal business identifiers.
Terms and conditions (optional)
- Set early payment discount conditions.
- Define late payment penalties.
- Add the legal fixed compensation amount for late payments.
⚠️ To display legal mentions at the bottom of your invoices, use the Settings > Terms and conditions section. It is not possible to add this information directly in the document footer field.
How do I customize the look of my documents?
You can personalize the visual style of your invoices and quotes from Accounts receivable Client invoices Invoicing settings
- Logo: Upload a JPEG or PNG file (maximum 5 MB). The logo is automatically resized to 200×200 pixels if it exceeds this format — for best results, use a square image. If your logo appears distorted or cropped, make sure it is square before uploading.
- Colors: Customize the brand color and text color to match your visual identity.
- Custom document title: Define specific titles for invoices and quotes based on your activity (e.g., "fee note" for lawyers, "royalty statement" for authors).
- Column names and order: Rearrange and rename line item columns to fit your workflow.
- Terms and conditions:
- Via a link, which will appear directly on your invoices.
- Via a PDF attachment, which will be included when you send the invoice by email to your client.
Note: Customization changes apply only to future documents and can be updated at any time. Previously issued invoices will not be retroactively updated with new logo or email changes.
How do I personalize an individual invoice or quote?
When creating or editing a specific invoice or quote, you can go further than your default settings allow.
- Reorder items: Drag and rearrange line items in your preferred order.
- Create sections: Organize items into groups with a title and description, and reorder sections as needed.
- Add custom messages: Insert a message before or after the items table. Select "Save for future documents" to reuse it automatically.
- Add your phone number: In the Products and services section, go to Custom messages Header (Optional) and type your phone number (e.g., "Phone number: +33 6 XX XX XX XX"). This will appear at the top of your invoice.
- Add attachments: Attach supporting files directly to the invoice or quote. Attachments are included in the email sent to your client and can be downloaded from the Invoice page at any time.