Manage all your invoicing, effortlessly

Invoicing management is a process used by companies to create, send, and track invoices to their clients. Additionally, it helps better manage supplier invoices.

The objectives of good invoicing management are:

• to get paid faster by clients;
• to ensure compliance with legislation, especially mandatory details;
• to facilitate accounting;
• to reduce the risk of errors;
• to avoid late payment penalties for supplier invoices;
• to improve relationships with business partners.

Invoice management is a complex and crucial task for a company. Implementing a well-established process is essential. Here are our tips.

Establish an effective organization

Invoicing follows a specific pattern. Generally, here's how it goes:

• issuance of a quote;
• client approval of the quote;
• delivery of the goods or service by the supplier;
• creation and sending of the invoice by the supplier;
• payment of the invoice by the client.

Effective management of your invoicing involves strictly following each step without wasting time, with one goal: to get paid quickly.

Facing an unpaid invoice? With Qonto, you can view overdue invoices at a glance and follow up with your client without leaving the interface.

Choose comprehensive software

With the rise of invoice digitization and the requirement to use electronic invoices from 2026, using invoicing management software that meets your company's needs is essential.

To simplify your processes and save you time, Qonto combines all essential features of invoicing management software into one tool.

This way, you can manage your client invoicing and supplier invoices without juggling multiple software.

This increased visibility gives you access to real-time financial information, making decision-making easier for the business owner.

Delegate to your teams

Managing client and supplier invoices is not the business owner's responsibility. They should focus on developing their business.

That's why being able to delegate certain tasks to your team members is essential. With Qonto, you can create roles for your employees with restrictions according to your own rules.

This way, you ensure control while giving more autonomy to your teams to:

• issue invoices;
• prepare supplier payments;
• follow up on unpaid invoices;
• etc.

According to Article L441-3 of the Commercial Code, any invoice issued by a professional must include certain information.

Here are the mandatory details for an invoice:

• the invoice number;
• the invoice issuance date;
• the identity of the seller and the buyer;
• the billing address if different from the supplier's or client's address;
• the purchase order number, if previously established;
• the individual VAT identification number of the provider and the client, if the latter is a professional;
• the date of the sale of goods or the provision of services;
• the quantity, precise description, and unit price excluding VAT of the products sold and services rendered;
• price reductions acquired at the date of sale or service provision and directly related to this operation, such as a discount, rebate, or refund;
• the applicable VAT rate (or rates applicable to each service line in case of different rates);
• the total VAT amount;
• the total amount payable excluding taxes (HT) and all taxes included (TTC);
• the payment terms;
• the discount conditions in case of early payment;
• the rate of penalties applicable in case of late payment;
• the fixed compensation for recovery costs due by the professional creditor in case of late payment.

Note that any missing mandatory detail on one of your invoices is subject to a fine of €15 per missing detail, up to 25% of the total invoice amount.

Choosing invoicing software over an Excel file is imperative to improve your invoicing management processes.

Indeed, relying on a spreadsheet presents many shortcomings:

• creating your own invoice templates;
• manually managing all mandatory details, with the risk of forgetting one or having an incorrect one;
• wasting time converting quotes into invoices;
• ensuring the correct date is indicated and numbering is respected;
• manually transmitting all your invoices to your accounting software;
• tracking client payments by comparing bank movements with issued invoices.

With the invoicing management software developed by Qonto, you benefit from a tool directly integrated into your business account that allows you to:

• transform your quotes into invoices with one click;
• quickly collect client payments with a dedicated page and instant transfers;
• track payments and easily follow up with clients in case of unpaid invoices;
• automatically transmit your invoices to your accountant's software.

Moreover, our software assists you in managing your supplier invoices. Thanks to OCR technology, our solution prepares your transfer orders and provides you with an intuitive dashboard to monitor your due dates.

Note that a billing failure exposes your company to a tax penalty that can reach 50% of the transaction amount, with a cap of €375,000 per fiscal year. Hence the importance for your company to rely on efficient software.

Storing client and supplier invoices is a real challenge for companies. Indeed, you risk severe financial and criminal penalties in some cases:

• €10,000 for refusing to present your company's documents during a tax audit;
• €45,000 and a 3-year prison sentence for willful destruction or concealment of accounting documents;
• €50,000 for opposing the copying of documents.

As a reminder, the legal retention period for invoices is 10 years in France, just like all the company's accounting and legal documents.

Be aware that the law allows for two options for storing invoices within the company:

• paper format;
• digital format.

However, storing client and supplier invoices in paper format will gradually disappear with the implementation of electronic invoicing. Especially since digitization in electronic format offers multiple advantages:

• reducing the risk of loss and destruction of invoices;
• reducing the necessary storage space;
• facilitating access to invoices.

Do you want to move away from paper invoices now? Note that Qonto offers archiving with probative value for your documents.

Thus, invoices created from our invoicing tool and receipts and invoices imported into your Qonto account have the same legal value as the originals. Consequently, you can dispose of your paper invoices.