Conditions for a valid invoice
Valid invoices are readable documents from which a good quality image can be produced. The issue date, amount, name, and an identification number of the supplier must also appear.
💡Good to know: If your supplier’s activity is based in Spain or Italy, “pro forma” invoices cannot be accepted.
1. Issue date
The invoice must have been issued in the last 60 days.
2. Due date
The due date is not mandatory for the invoice to be valid. If detected on the invoice, it can’t be older than 10 calendar days before the Pay later transfer.
For issue and due dates, the format DD/MM/YYYY is more likely to be detected.
3. Supplier's name
If the supplier's name is not detected, it may be because it's included in a logo. To ensure the name is detected, ask your supplier to write it on the invoice.
4. SIREN/SIRET or VAT number of the supplier
The invoice must contain at least one of these identification numbers: the SIREN, the SIRET, or the supplier's VAT number. These numbers should not be in the invoice footer.
5. Total amount including tax
The invoice amount must be clearly displayed and must be at least €150. As for the maximum amount, it depends on your available credit, with a maximum of €30,000.
6. File format
We recommend importing a PDF file (rather than taking a photo or importing a PNG/JPG). If you import a PNG or JPG file, make sure the information is not blurry. Your file must be less than 15 MB.
☝️ Good to know: Handwritten invoices may be rejected because the algorithm has more difficulty detecting the data.
Reasons for refusal
Even when you are eligible for the financing payment offer, we proceed to additional control that can lead us to reject some payments.
This can happen if the invoice is non-compliant or if the financing payment is non-compliant (Title 4 - Provisions applicable to the credit offer Qonto Legal Center).
Here are specific examples where an invoice may be refused*:
| General rejection reasons | Details |
| Beneficiary Discrepancy | There is some discrepancy between the requested transfer and the invoice |
|
Date (issue / due) |
- The invoice has been issued more than 60 days ago |
|
Document type not accepted (not invoice) |
- (only for 🇩🇪🇫🇷) → The document is neither an invoice / proforma - (only for 🇮🇹🇪🇸) → The document is not an invoice (proforma not supported) |
|
Document not compliant (missing required info) |
- Missing essential information (legal number, vat rate, …) - Description of the item to be financed is too vague (e.g., “service provision”) |
|
Italian supplier (not e-invoice) |
- Format of the supporting document is not accepted in Italy. 💡 Ask your supplier to provide you the official electronic invoice dowloaded from the Cassetto Fiscale in the Agenzia delle Entate website. |
|
Mismatch (discrepancy invoice / amount / org activity) |
- Financing goods or services that do not directly relate to your business activity or are not linked to your company's needs - Transfer amount doesn’t match invoice’s amount |
|
Non-Authorized Financing Payment |
- Payment of your employees' salaries or any other form of internal compensation - Payment of taxes (DGFIP, URSSAF, etc.) or fines of any kind (forfeits, penalties, court decisions, etc.) - Repayment of other financing services (loans, credits, monthly repayments, etc.) - Payment of rent |
| Self-Transfer |
- Self-financing - Another company owned by you - Another company owned by the same beneficial owner as your company - To a close relative or family member |
Transfer repeatedly refused
In the event that a transfer is refused multiple times, we have the option to disable the feature on your account. Therefore, we encourage you to save this article carefully in order to use this feature correctly.