FacturX Documentation

Everything you need to know to create Factur-X compliant invoices and quotes, manage your clients, and collect online payments.

Quick Start

Get started with FacturX in just a few minutes:

  1. 1Create your account — Sign up with your email address. You get a free trial to explore all features.
  2. 2Set up your company — Enter your company name, SIRET number, VAT number, address, and add your logo. This information will appear on all your documents.
  3. 3Add your bank details — In the Billing & Bank settings, enter your IBAN and BIC so they appear on your invoices.
  4. 4Create your first client — Add your client's details (name, email, address, VAT).
  5. 5Issue your first invoice — Select your client, add line items, and send the document directly by email.

Create and configure your company

On your first login, you'll be guided to create your company profile. You can edit it anytime from Settings → Company.

Required information

  • Company name and legal form (LLC, SAS, sole proprietor, etc.)
  • SIRET number and intra-community VAT number
  • Full address (street, zip code, city, country)
  • Contact email and phone
  • VAT regime (standard, simplified, exempt, etc.)
  • Company logo (displayed on invoice and quote PDFs)
  • Primary color for document customization

The Factur-X Format

Factur-X is the Franco-German electronic invoicing standard compliant with the European EN 16931 norm. Each invoice generated by FacturX is a hybrid PDF file containing:

  • A readable PDF — The visual document that you and your client can read naturally.
  • An embedded XML file — The structured invoice data in CII (Cross-Industry Invoice) format, enabling automatic processing by accounting software.

BASIC Profile — FacturX generates invoices in the BASIC Factur-X profile, which includes essential information: parties, line items, amounts, VAT, and payment terms.

Invoices

Create an invoice

From the Invoices → New Invoice menu, fill in the form:

  • Select an existing client or create a new one
  • Add lines: choose a product from the catalog (price and VAT pre-filled) or enter manually
  • The invoice number is generated automatically based on your configured prefix
  • Choose the sale date and due date
  • Apply a global discount (amount or percentage) if needed
  • Select the accepted payment method

Real-time PDF preview

During creation, a PDF preview is displayed in real-time on the right side of the screen. The final document includes your logo, company details, line items, VAT summary, and payment information (IBAN/BIC).

Invoice lifecycle

DraftReadySentViewedPaidOverdueCancelled

An invoice automatically changes from Sent → Viewed when your client opens the viewing link. You can manually mark an invoice as Paid, Overdue, Disputed, or In Collection.

Available actions

  • Edit (drafts only)
  • Download the Factur-X PDF
  • Send by email to the client
  • Mark as paid (amount + date)
  • Generate an online payment link (Advanced plan)
  • Archive or cancel
  • Bulk actions: send, CSV/Excel export, archive

Quotes

Create a quote

The quote creation form is similar to the invoice form, with specific fields:

  • Validity / expiration date
  • Execution terms
  • Payment terms and notes

Client signature

When you send a quote by email, your client receives a secure link to view, accept, or decline the quote. An electronic signature system validates the acceptance with a timestamp.

Quote statuses

DraftSentViewedAcceptedSignedRejectedExpired

Quote → Invoice Conversion

Once a quote is accepted or signed, convert it to an invoice with one click from the quote page. All information (client, lines, amounts, VAT) is automatically carried over to the new invoice. The quote retains a link to the generated invoice for traceability.

Clients

Manage your client directory from the Clients menu.

Client profile

  • Type: individual or business
  • Name / company name, contact person
  • Email, phone, full address
  • SIRET number and intra-community VAT
  • Country (affects VAT calculation)

Detailed view

A client's profile displays the history of their invoices and quotes, total revenue generated, and outstanding balance. You can create a new quote or invoice directly from the client profile.

Products & Services

Create a catalog of your products and services to speed up invoice and quote creation.

  • Name, description, reference (SKU), and unit (piece, hour, kg, etc.)
  • Pre-tax price and applicable VAT rate
  • Category to organize your catalog
  • VAT exemption management with legal reason (if your company is exempt)

When you add a product to an invoice or quote, the price and VAT are automatically pre-filled.

CSV/Excel Import

Bulk import your clients and products from a CSV or Excel (.xlsx) file. Ideal for onboarding or migrating from another tool.

Supported formats

  • CSV (comma or semicolon separator)
  • Excel (.xlsx, .xls)

Expected columns — Clients

ColumnRequiredExample
Name (or Nom)YesDupont SAS
Email Yescontact@dupont.fr
Type (or Client type)NoProfessional / Individual
Street (or Rue)No12 rue de la Paix
Zip Code (or Code postal)No75001
City (or Ville)NoParis
Country (or Pays)NoFR (ISO code, or name: France, Germany…)
SIRET No12345678901234
VAT Number (or N° TVA)NoFR12345678901

Expected columns — Products

ColumnRequiredExample
Name (or Nom)YesIT Consulting
Description NoConsulting service
Price (or Prix HT)Yes150.00
Type NoService / Good / Mixed
VAT Exempt (or Exonéré TVA)NoYes / No

Accepted values for enums

  • Client type : Professional, Individual, Company (or Professionnel, Particulier)
  • Product type : Service, Good/Goods/Product/Marchandise, Mixed/Mixte
  • VAT exempt : Yes/No, True/False, 1/0

Recommendations

  • UTF-8 encoding recommended (provided CSV templates are UTF-8)
  • Maximum 500 rows per import
  • Required fields are marked with an asterisk (*)
  • Duplicate clients : detected by email (skipped during import)
  • Duplicate products : detected by name (case-insensitive, skipped)
  • A downloadable CSV template is available in the import dialog
  • VAT rate and exemption reason cannot be imported — assign them manually after import

Statistics

The dashboard and Statistics page give you an overview of your activity:

  • Revenue collected — Total of paid invoices
  • Pending — Amount of sent invoices not yet paid
  • Overdue — Amount of invoices past their due date
  • Quote conversion rate — Percentage of quotes converted to invoices
  • Revenue evolution — Monthly chart over the last 12 months
  • Top clients — Clients ranked by revenue

Online Payment

Advanced Plan

Stripe Connect

With the Advanced plan, enable credit card payments directly on your invoices via Stripe Connect. Your clients can pay in one click through a secure payment link.

Setup

  1. Go to Settings → Online Payment
  2. Click 'Create a Connect account' to start the Stripe registration
  3. Complete the information requested by Stripe (bank details, ID document)
  4. Once the account is verified, you can generate payment links on your invoices

How it works

  • A 'Payment link' button appears on each invoice
  • The link is included in the email sent to the client and displayed on the PDF
  • When the client pays, the invoice automatically moves to Paid status
  • A confirmation email is sent to the client
  • Links expire after a certain period — you can regenerate them

Reminders & Unpaid

Advanced Plan

The Reminders page centralizes all your unpaid invoices: sent, viewed, partially paid, overdue, disputed, or in collection.

  • View the number of days overdue for each invoice
  • Send a reminder email in one click
  • Change status: Overdue, Disputed (with reason), or In Collection (with note)
  • Record a partial or full payment

Accountant

Advanced Plan

Share your accounting data with your accountant from Settings → Accountant. Invite them by email to give them read-only or full access to your invoices, quotes, and VAT summaries.

Settings

Company

Edit your company information: name, legal form, SIRET, VAT, address, logo, and primary color.

Billing & Bank

Configure your IBAN, BIC, invoice numbering prefix, default payment terms, currency, and invoice footer text. Select accepted payment methods (bank transfer, card, check, cash, direct debit).

Subscription

FacturX offers two plans:

Basic Plan

  • Unlimited invoices and quotes
  • Client and product management
  • Compliant Factur-X PDFs
  • Email sending
  • Basic statistics

Advanced Plan

  • Everything in Basic +
  • Online payment (Stripe Connect)
  • Reminders and unpaid tracking
  • Accountant access
  • PDP platform integration

Manage your subscription in Settings → Subscription: change plans, switch between monthly and annual billing, or update your payment method.

Security & GDPR

  • ✓European hosting — Your data is stored on secure servers in Europe.
  • ✓HTTPS encryption — All communications are encrypted end-to-end.
  • ✓GDPR compliance — Personal data processing compliant with the General Data Protection Regulation.
  • ✓Secure authentication — Protected sessions with fine-grained access control.
  • ✓PCI-DSS payments — Online payments go through Stripe, certified PCI-DSS Level 1.

Need more help?

If you can't find the answer to your question, contact our team at support@facturx.vip. We respond within 24 business hours.

Documentation | FacturX