Accounting and electronic invoicing

Set up your organization's chart of accounts, export your entries to your accountant's software, and enable electronic invoicing in the Factur-X format.

Configure your chart of accounts

The chart of accounts determines which accounts and which journals your sales are posted to in the exports. It is set per billing account: two entities that invoice separately each have their own.

1. Go to Administration›Settings›Billing›Billing Accounts and open the relevant account.
2. Open the Chart of Accounts tab.
3. Adjust the account numbers and labels, then click Save.

The screen is organised in three blocks:

• Sales, VAT, and customers: the accounts for services rendered, output VAT, customers and discounts granted.
• Treasury: the bank, cash and cheques-for-collection accounts, used by payment collection entries.
• Logs: the codes of the sales, bank and cash journals.

Break down your sales by category or by rate

By default, all your sales are posted to a single revenue account. Two optional breakdowns let you go further, in the same tab.

• Sales breakdown by category: a separate account for each product category — subscriptions, credits, equipment, lessons, etc. Click Add a category, choose the category and enter its account.
• VAT breakdown by rate: a separate output VAT account for each rate. Click Add a rate, enter the rate and its account.

This is useful when your accounting has to distinguish activities from one another — for example separating coaching revenue from court rentals. Without a breakdown, everything lands on the general accounts defined above.

Export your sales and your accounting entries

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. Filter the list on the period and criteria you want: the export uses exactly the filters shown on screen.
3. Click Download export and choose a format.

Track your business activity

• Excel (.xlsx): one line per order, with the date, the user, the net, VAT and gross amounts, the status and the payment method. This is the format to choose to analyse your sales in a spreadsheet.
• CSV (.csv): the same report, in a format readable by any spreadsheet application.
• Download PDF invoices: an archive containing the PDF of every invoice in the current filter. Only issued invoices are included.

Send to your accountant

• Accounting entries (.csv): the debit/credit entries per invoice, in a readable format intended for a manual import.
• FEC (France): the Fichier des Écritures Comptables, the French legal format, importable by Sage, EBP, Ciel, Cegid, Pennylane or QuickBooks. One balanced entry per invoice.
• FAIA (Luxembourg) and DATEV (Germany): the legal formats of these two countries, offered to organizations established there.

The Include the regulations (treasury) option adds the payment collection entries (bank, cash, cheque) to the sales entries. Clear it to export the sales journal only.

Issue invoices in the Factur-X format

Electronic invoicing is becoming mandatory in France. Factur-X is the chosen format: a perfectly ordinary PDF invoice, inside which a data file is embedded that accounting software can read automatically.

For the person receiving the invoice, nothing changes: they open a PDF, identical to the previous one. It is their accounting software that also finds the amounts and identifiers in it, without them having to re-enter anything.

Check whether your organization is concerned

This is the first question to settle, and the answer is far from the same for every organization.

• Sports associations exempt from VAT under article 261-7-1° of the French general tax code are concerned neither by electronic invoicing nor by e-reporting. Many organizations are in this situation.
• Organizations subject to VAT will have to issue their business-to-business invoices in electronic format. For micro-businesses and SMEs, that is to say almost all organizations, the issuing deadline is set at 1 September 2027.
• Invoices to individuals (your members) fall outside the scope of electronic invoicing, whatever your tax regime.

Enable the format

1. Go to Administration›Settings›Billing›Billing Accounts and edit the relevant account.
2. In the Billing tab, find the Electronic Invoice option located in the Billing Information section.
3. Choose the format:
   • Factur-X (France) for a French organization: it adds the French legal mentions expected on business-to-business invoices;
   • Factur-X / ZUGFeRD (EN 16931) for the European standard without the French specifics;
   • Disabled to produce standard PDF invoices.

The setting is specific to each billing account: an organization that invoices from several accounts enables them independently.

Fill in the mandatory information

An electronic invoice must identify its issuer beyond doubt. This information is entered in the same tab, Billing Information section.

1. Your organization's SIRET: this is the essential field. Without it, the invoice cannot be compliant, and a warning message is shown under the option.
2. The VAT Number, if your organization is subject to VAT. If it is empty, the SIRET serves as the tax identifier.
3. The full address: company name, street, postal code, city and country. An incomplete address produces an invoice that your customer's platform will reject.
4. The billing e-mail, used as a contact point when no other identifier is available.

Collect your business customers' SIREN

A business-to-business invoice must also identify the buyer. The customer's SIREN is entered in their billing address, in the Company Address block, along with the Company Name and the SIREN. The same entry is offered during a counter sale.

None of this is required for an invoice to an individual: name, address and country are enough.