Accounting and electronic invoices

Set up your club's chart of accounts, export your accounting entries to your accountant's software, and enable electronic invoices in Factur-X format.

Configure your chart of accounts

The chart of accounts determines which accounts and journals your sales are posted to in exports. It is configured per billing account. If two entities invoice separately, each one has its own chart of accounts.

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 structured into three sections:

• Sales, VAT, and customers: service revenue accounts, collected VAT, customer accounts, and discounts granted.
• Treasury: bank, cash, and checks-to-be-deposited accounts, used by payment entries.
• Logs: sales, bank, and cash journal codes.

Split 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, such as subscriptions, credits, equipment, lessons, and more. Click Add a category, choose the category, and enter its account.
• VAT breakdown by rate: a separate collected VAT account for each rate. Click Add a rate, enter the rate, and enter its account.

This is useful when your accounting needs to distinguish activities from each other, for example to separate coaching income from court rental income. If no breakdown is configured, everything is posted to the general accounts defined above.

Export your sales and accounting entries

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. Filter the list by the required period and criteria. The export uses exactly the filters currently displayed on the screen.
3. Click Download export and choose a format.

Track sales activity

• Excel (.xlsx): one row per order, with the date, user, amounts excluding tax, VAT, and including tax, status, and payment method. This is the recommended format for analyzing your sales in a spreadsheet.
• CSV (.csv): the same report, in a format that can be read by any spreadsheet software.
• Download PDF invoices: an archive containing the PDF for each invoice in the current filter. Only issued invoices are included.

Send data to your accountant

• Accounting entries (.csv): debit and credit entries per invoice, in a readable format intended for manual import.
• FEC (France): the French accounting entries file, a legal French format that can be imported into Sage, EBP, Ciel, Cegid, Pennylane, or QuickBooks. One balanced entry is generated per invoice.
• FAIA (Luxembourg) and DATEV (Germany): the legal formats for these two countries, available to clubs established there.

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

Issue invoices in Factur-X format

Electronic invoicing is becoming mandatory in France. Factur-X is the selected format: a completely standard PDF invoice that includes a data file that accounting software can read automatically.

Nothing changes for the person receiving the invoice. They open a PDF that looks the same as before. Their accounting software also finds the amounts and identifiers in it, without them having to re-enter the information.

Check whether your club is affected

This is the first question to answer, and the answer is far from the same for all clubs.

• Sports associations exempt from VAT under Article 261-7-1° of the French General Tax Code are not affected by electronic invoicing or e-reporting. Many clubs are in this situation.
• Clubs subject to VAT will have to issue their invoices between businesses in electronic format. For very small businesses and SMEs, meaning almost all clubs, the issuance deadline is September 1, 2027.
• Invoices to individuals (your members) are outside the scope of electronic invoicing, regardless of your tax status.

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 in the Billing Information section.
3. Choose the format:
   • Factur-X (France) for a French club: it adds the expected French legal notices to business-to-business invoices;
   • Factur-X / ZUGFeRD (EN 16931) for the European standard without French-specific requirements;
   • Disabled to generate standard PDF invoices.

The setting is specific to each billing account. A club that invoices from several accounts enables it separately for each one.

Enter the mandatory information

An electronic invoice must identify its issuer with certainty. Enter this information in the same tab, in the Billing Information section.

1. Your club's SIRET: this field is essential. Without it, the invoice cannot be compliant, and a warning message appears under the option.
2. The VAT Number, if your club is subject to VAT. If it is empty, the SIRET acts as the tax identifier.
3. The full address: legal 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 address, used as the contact point when no other identifier is available.

Collect the SIREN of your business customers

A business-to-business invoice must also identify the buyer. Enter the customer's SIREN in their billing address, in the Company Address section, with the Company Name and SIREN. The same entry is available during an over-the-counter sale.

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