You can easily create and manage customer invoices directly on your Qonto account to streamline your payment process.
This feature is available for all plans, and can be accessed by Owners and Admins. Accountants can also access the customer invoices with a reporting role but cannot create them.
☝️ Note: 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.
How can I create an 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, go to Menu > Client invoices, then select “+”.
If you’re creating your first invoice, you will have the possibility to take a tour of the invoicing tool via this demo (from a desktop) or this demo (from a mobile). You can also upload your last invoice and the system will read automatically its contents to complete required information in the invoice settings.
How can I set my invoice details?
To start an invoice, you can:
- Start a new invoice from scratch by clicking on Create invoice
- Convert a validated quote into an invoice from the Quotes section
- Duplicate an existing invoice by selecting it from your invoice list and clicking on the duplicate icon (available only via the web app).
Create or add a client
To add a recipient to your invoice, either create a new client or select an existing one from the dropdown menu. You can automatically search and pre-fill information for professional clients, or manually enter client details by following the steps below:
- Click on the "+" button or on Add a new client if it's your first time creating an invoice on Qonto.
- Select whether the client is a company or an individual, and fill in their details.
- 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).
- Choose a different currency you would like to issue the customer’s quote and invoices, if not in Euro.
- Once verified, click on Confirm Save (for phone users).
The client's information will be saved for future use, eliminating the need to re-enter the details. You can access your customer list via the web and mobile application.
💡 Tip: If you want to import your list of clients, visit this article to learn how to do it.
Dates
When creating an invoice, fill in the required date fields as indicated:
- Issue date,
- Performance period (optional),
- Due date
You may optionally add a purchase order number, which will be displayed at the top right of your invoice, following the dates.
Invoice type
By default, a standard invoice will be created.
To create a deposit invoice, toggle on the "Deposit invoice" switch in the Invoice details section.
How can I add items to my invoice?
In order to add items to your invoice, you can:
- Manually enter information for each item to be invoiced (title, description, quantities, unit, unit price, and VAT rate). You can decide to either save them for a future use or not.
- Select items from your existing catalog, pre-recorded in the 'Products and Services' section
💡 Once you have added the items to your invoice, you can easily rearrange them as needed. Use the toggle to shrink the view for better visibility when managing a large volume of items.
To add new products and/or services to your Qonto catalog outside the context of creating a new invoice:
- Access the "Products and Services" section from your web or mobile application.
- Click on "Add a new item" on the web, or use the (+) button on mobile.
- 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.
- When creating a quote or an invoice, you can then select the items to be invoiced directly from your catalog for a quick and error-free process.
💡Tip: If you want to import your list of items, visit this article to learn how to do it.
Optional: You can add discounts to each item or to the total amount of your invoice. You can apply the discount in two ways:
- Enter a specific amount (e.g., €50)
- Set a percentage (e.g., 10%)
This discount will be automatically calculated and clearly displayed.
How can I send my invoice?
You can share your invoice with recipients in two ways:
1. Send it by email (web app only):
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.
How can I cancel my invoice?
Did you make a mistake and want to annul your invoice? You can refer to this article.
What are the different types of invoices I can issue with Qonto?
The different types of invoices you can currently issue are:
- Quote (learn more) and standard customer invoice
- Deposit invoice: The deposit is paid by the client before the delivery of goods or the provision of services. It represents a part of the total amount of the order which is deducted from the final invoice. (learn more)
- Balance invoice: This is the final invoice used to request the payment of the balance from the client, deducting any deposit paid. (learn more)
- Credit note: A credit note is an accounting document used to correct or cancel a previously issued sales invoice. Either the company refunds the client directly, or the amount of the credit note will be deducted from a future purchase.