Invoicing

Invoicing

The Invoicing module lets you manage all your billing directly from The Coach Pilot: quotes, invoices, credit notes, and recurring invoicing.

Accessing Invoicing

My Office > Invoicing in the sidebar menu.

You arrive at a dashboard with access to:

• Invoices: All your issued invoices
• Quotes: Your quotes and commercial proposals
• Credit Notes: Your credit notes
• Recurring: Your recurring invoicing templates
• Settings: Your business profile and preferences

Initial Setup

Before creating your first document, configure your business profile:

1. Go to Invoicing > Settings
2. Fill in your information:
   • Company name and legal form
   • SIREN / SIRET numbers (French business IDs)
   • RCS city and share capital
   • VAT number (or exemption notice)
   • Full address
   • Email and phone
   • Logo (will appear on your documents)
   • Bank details (IBAN)
   • Default payment term
   • Default quote validity period
   • Late payment penalty rate
3. Click Save

Creating a Quote

1. Go to Invoicing > Quotes
2. Click New Quote
3. Fill in the details:
   • Client: Select an existing CRM client or enter details manually
   • Issue date and Valid until date
   • Service start date and Duration (optional)
   • Line items: Description, quantity, unit (hour, day, session, package...), unit price excl. tax, VAT rate
   • Notes: Additional mentions
4. Click Save (draft) or Finalize and send

Available Units

• Unit, Hour, Day, Session, Month, Package

Available VAT Rates

• 0% (exempt), 5.5%, 10%, 20%

Quote Statuses

• Draft: Editable, not yet sent
• Finalized: Sent to client, awaiting response
• Accepted: Client accepted the quote
• Rejected: Client rejected the quote
• Expired: Validity date has passed

Converting a Quote to Invoice

When a quote is accepted, you can automatically convert it to an invoice with one click. All line items are carried over.

Creating an Invoice

1. Go to Invoicing > Invoices
2. Click New Invoice
3. Fill in the details:
   • Client: Select from CRM or enter manually (name, company, address)
   • Issue date and Due date
   • Service date (optional)
   • Payment term (in days)
   • Line items: Same as quotes
   • Notes: Special conditions
4. Click Save (draft) or Finalize

Automatic Numbering

Invoices are automatically numbered sequentially (compliant with French regulations).

Invoice Statuses

• Draft: Editable
• Finalized: Final number assigned, sent to client
• Paid: Payment received
• Overdue: Due date has passed

Recording a Payment

Click Record Payment on a finalized invoice to mark payment received with the date and payment method.

Stripe Payment Link

You can generate a Stripe payment link directly from an invoice so your client can pay online by credit card.

Credit Notes

If you need to cancel or correct an invoice:

1. Open the relevant invoice
2. Click Create Credit Note
3. The credit note is automatically linked to the original invoice
4. Finalize the credit note

Credit notes follow separate, compliant numbering.

Recurring Invoicing

For regular services:

1. Go to Invoicing > Recurring
2. Click New Template
3. Configure:
   • Client and line items
   • Frequency: monthly, quarterly, etc.
   • Start date and End date (optional)
4. The system automatically generates invoices at the chosen frequency

PDF Export

All your documents (quotes, invoices, credit notes) can be exported as professional PDFs including:

• Your logo and contact details
• Client information
• Service details with VAT
• Required legal notices
• Bank details (on invoices)

FAQ

Can I edit a finalized quote? A finalized quote cannot be modified. You must create a new quote.

Can I edit a finalized invoice? A finalized invoice cannot be modified (legal compliance). Create a credit note then a new invoice if needed.

Can I apply different VAT rates on the same document? Yes, each line item can have a different VAT rate. The VAT summary displays the breakdown by rate.

How does numbering work? Invoices and quotes are automatically numbered sequentially and chronologically, in compliance with regulations.

How do I send an invoice to my client? When finalizing, you can send the invoice by email directly from the platform. You can also download the PDF and send it yourself.