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.