Economy: invoices, Qonto link and import

The Economy module brings together the invoices you issue, their payment status and each company's aggregate figures. It is designed for teams that use Qonto to invoice: WorkOS can bring your Qonto invoices in and relate them to the companies in your CRM.

It is visible to anyone who can see amounts (Owner, Supervisor and people with Technical administration permissions). Importing, linking or creating companies also requires administering the account.

What you need (one time)

The Economy plugin enabled and Qonto connected in Settings › Integrations.
The two Notion invoice databases, created and chosen in Databases: Issued invoices and Invoice lines. You can create them with "Install new databases" (Economy package) and map their properties on the Invoices card.
So the import never duplicates anything, Qonto ID (in Issued invoices) and, if you import lines, Qonto key and the Invoice relation (in Invoice lines) must be mapped. If one is missing, the import tells you and does not start.

Link your companies to Qonto

On a company's page, Economy tab, you can link it to one or several Qonto clients. A Qonto client can only belong to one company.

To do it in bulk, the Owner has Initialize the economy in Settings › Integrations › Qonto: WorkOS reviews the invoices from the past years, shows a table of Qonto clients with a CRM company selector on each row, and when you accept it creates the links and fills in the missing tax data (legal name, tax ID, address, postal code, city, province, VAT number, email and currency). It never overwrites what the company already has.

The invoice list

The Economy menu shows all invoices with their status (Pending payment, Paid, Cancelled or Written off), the amount and a Overdue label when a pending invoice is past its due date. At the top you see totals per currency: invoiced (excluding cancelled), collected, pending and overdue. The big amounts are excluding VAT; below, in small print, each one including VAT. On each invoice in the list, the big amount is also excluding VAT, with the total including VAT below.

Right below the totals there is a bar chart of what was invoiced excluding VAT in a year (January to December; each bar is a month, split into collected, pending and other; hover for details). The arrows next to the year take you to earlier years and up to next year; the striped bars are the forecast of scheduled invoices that have not been issued yet. It follows the list filters except the dates.

You can search by number, client, tax ID or description, and filter by status, dates, overdue or "No company" (invoices not yet related to any CRM company). Clicking an invoice expands its data, its lines and the View in Qonto button. If the sum of the lines does not match the total, you get a warning.

Import invoices from Qonto

At the top of Economy there is a collapsible card, Import invoices from Qonto (closed by default; while closed you can see its status at a glance).

Choose how many years to bring and whether to create or link missing companies and include lines.
WorkOS reads Qonto and shows a summary: how many invoices and lines will be imported, how many already existed, the estimated time and the list of companies that will be created or linked.
If you agree, confirm. The import creates the invoices and their lines in your Notion, from newest to oldest.

Good to know:

It does not duplicate. An invoice that was already imported is not repeated, even if you run the import again or it is cut halfway. If something is interrupted, it resumes where it left off when you come back.
Keep WorkOS open on that screen while it imports; you can pause, resume or cancel at any time (what was already created stays). Invoices that fail are marked with the reason and can be retried.
Companies. If the Qonto client is not linked to any company, WorkOS uses the CRM company with that same tax ID (if unique) or creates a new one with the Qonto data and Role "Client". If the tax ID appears on several companies, the invoice is left without a company for you to relate.
It is slow on purpose. Notion limits the pace and the app keeps using it: about 1,000 invoices can take half an hour.
It is manual. For now the import is started by hand; new invoices or status changes in Qonto come in with a new import.
What is left out. Drafts are not imported. Credit notes are not either: the affected invoice carries a warning in its "Notes" field.

On a company's page

The company's Economy tab shows, besides the Qonto link, the company's aggregate figures and its invoice list:

Invoiced, collected, pending and overdue.
Invoiced in the last 12 months and in the current year.
Average invoice, average time to pay (days between invoice and payment) and number of invoices.

An invoice counts for the company if it is related to it or, when it has no relation, if its Qonto client is linked to that company. With several currencies they are shown separately.

Scheduled invoices

If you already know you will need to invoice something in the future, schedule it so you don't have to remember: in Economy click Schedule invoice (or do it from a company's Economy tab), choose the company, the issue date, the lines, the currency and the payment method (bank transfer or direct debit) and save.

No invoice is created yet. Until that day only the reminder exists: the real invoice is issued automatically in Qonto when the date arrives (from 7:00), with the sequential number due at that moment and that day's issue date. The due date counts from the issue date (30 days by default).
Meanwhile you can edit or cancel it in the Scheduled invoices card (below the chart). Once issued it can no longer be touched: it is a normal invoice.
Direct debit. You can ask for the direct debit collection to be created too when it is issued (after the number of days you choose). On that day we check that the customer has a signed mandate: if not, the invoice is still issued and the Owners are notified so they can create the collection by hand.
If something fails. If Qonto rejects it, it is retried every hour (up to three times); if there is doubt that it was issued, or something is missing (the Qonto customer, the company…), it moves to To review and the Owners receive an email (also if more than a week passed from its date without being issued). If it was a doubtful issue, check in Qonto that it was not issued before editing it: WorkOS will ask you to confirm.
Forecast. What is scheduled shows in the yearly chart as striped bars; once issued it counts as invoiced.
Duplicating an invoice. When you open an issued invoice, the Duplicate as scheduled invoice button opens the same form with its data (company, Qonto client, items, quantities, currency, payment method and due-date term) and a new date (one month later). You can change the date, the items, the quantities or any other detail before saving. It does not create an invoice: it is scheduled like any other one, and the direct-debit collection is not copied (you choose it again).
The company must already have a linked Qonto customer.

Recurring invoices

If an invoice repeats regularly you do not need to schedule each one: in the Schedule invoice form tick Repeat this invoice, choose how many months apart (1 to 24) and, optionally, an end date. WorkOS creates and issues an invoice by itself on each date, with Qonto's sequential number, just like a scheduled one.

The first invoice goes out on the date you choose; the following ones on the same day of the month (if that month does not have it, the last day: the 31st becomes the 28th or 30th and goes back to the 31st when it can).
End date (optional). If you leave it empty it continues until you pause or cancel it. The last invoice is the last date that does not go past the end date.
The Recurring invoices card (below the chart) shows each series with its next date. You can edit it (changes only affect future invoices), pause it, resume it (anything that fell while it was paused is not invoiced) or cancel it (its scheduled invoices that have not been issued yet are cancelled too; issued ones do not change).
A single invoice. Each generated invoice appears in the scheduled list with the Recurring tag; you can cancel just that one.
Forecast. Invoices not yet generated count in the yearly chart as forecast (striped bars).
Fixed amounts. Every invoice goes out with the same items and amounts; edit the recurring invoice to change them. If something fails (the Qonto client is no longer linked, for example) that invoice goes to To review and the Owners get a notice. If the server was down for more than a week, the overdue invoices are not issued automatically: they stay in "To review".

VAT exemption reason

When an invoice line has 0 % VAT (when creating or scheduling the invoice) the VAT exemption reason drop-down appears below it: Qonto stores it on the invoice as the legal reason why no VAT applies. The reasons offered are those Qonto accepts for the country of your account (taken from the collection IBAN): Spain, Italy, France, Germany, Austria, Belgium, the Netherlands or Portugal.

In Spain it is optional. If you invoice a company in another country, WorkOS suggests S69 (service not subject under the place-of-supply rules, art. 69 Spanish VAT Act), already selected, but you decide: change it or leave it blank if it does not apply. The labels are indicative; confirm with your accountant which reference applies to each operation.
In Italy it is mandatory.
With a VAT rate other than 0 the reason is not sent.
When you duplicate an invoice the reason is not copied: you choose it again (or the suggested one is proposed).

FAQ

Can I edit an invoice from WorkOS? The list is read-only. If you change something in Notion (for example the status), it shows in WorkOS at the next sync (every hour).

Why does an invoice show "No company"? Because its Qonto client is not linked to any company and none was created during import. Link the client to a company or relate the invoice in Notion.

What if the import says properties are missing to map? Go to Settings › Databases, open the Issued invoices / Invoice lines card and choose the properties the notice lists.

Can I schedule a recurring invoice (every month)? For now invoices are scheduled one by one; recurring invoices will come later.