Certification and Changes in Fotostudio

Starting September 2026, Fotostudio will be compliant with the NF525 certification. This major update brings important changes to the creation and management of invoices, quotes, and credit notes.

These updates are part of our certification process and also prepare Fotostudio for future electronic invoicing, making your accounting workflow more secure and streamlined.

1. What is the Certification?

This certification ensures that your invoicing software meets French tax obligations if you work in France, and helps prepare your workflow for future electronic invoicing if you work elsewhere.

It requires, among other things, that:

• Invoices and quotes cannot be modified after validation.
• All information is properly stored and archived.
• Documents are electronically signed and traceable.

2. Main changes in Fotostudio

My Company (only if you work in France)

Invoices must display certain information related to the company: company name, legal form. In My Account > My Company you will now find new fields.

Legal Identity

In the Legal Identity tab, you can now define the legal form of your company. This information will be used on your documents, including invoices.

Taxation & VAT

A Taxation & VAT tab allows you to configure:

• The tax regime: depending on the selected regime, you can check the option “no VAT”.
• VAT exemption: in the case of a microenterprise without VAT, if the option “I apply the VAT exemption” is checked, the corresponding mention will automatically appear on invoices.
• VAT collectability: you can indicate whether VAT is on debit or on collection.

Legal Information to Print on Accounting Documents

The Legal Information block groups all mandatory mentions to be displayed on your accounting documents if applicable: RCS, registration number with the Directory of Trades (RM), RNE, NAF/APE code, membership in a management center or approved association, and professional insurances.

• RCS Mention: mandatory if your company is commercial and registered with the RCS. The city of the registry must be included.
• Registration Number with the Directory of Trades: mandatory for artisanal companies.
• RNE Mention: if you prefer to use the National Register of Companies, it will be added.
• NAF / APE Code: code corresponding to the main activity carried out according to the French nomenclature.
• Member of a management center or approved association: mention to indicate if applicable.
• Professional Insurance (artisans): indicates the insurer, policy number, geographical scope, and validity period.

Example: Professional Liability – AXA – Policy No. AB123456 – Coverage: France – Valid until 31/12/2026

This information ensures that your invoices and other accounting documents comply with legal obligations.

Prices

The prices creation form has been revised to be clearer and more comprehensive.

Presentation

• Rate Name
• Description : this text is visible to your clients in the details of quotes and invoices. Use it to clearly describe the service offered.
• Illustrative Photo
• Badge: you can add a small label that highlights a rate: “Recommended”, “New”, “Limited Edition”, etc.

Price and Taxation

The accounting section allows you to define whether it is a service or a good.

Service provided electronically (available only for services): check this box if the service is provided automatically via the Internet, with little or no human intervention (e.g.: access to an online gallery, downloading files, subscription).

VAT Code: If you work in France, the free field for the VAT rate has been replaced by a selection of predefined VAT codes (the available options depend on the information entered in My Company). Otherwise, you can enter the VAT rate applicable in your country.

Configuration

Rate Type

• Session / Package: complete service (e.g. portrait session, wedding, newborn package).
• Product / Option: item added or sold separately (e.g. print, album, makeup, extra hour).

Category: allows you to organize your rates and structure your catalog for more clarity on the client side.

Type of Shooting: defines for which shootings this rate will be offered.

Default Duration: corresponds to the duration of the package for a shooting. Options can also have a duration (e.g. makeup option: +30 min).

Creating Quotes and Invoices

The interface for quotes is evolving to save you time and improve readability.

The issuer and recipient blocks have been clarified for better readability and quicker identification of information.

Line management is now done via dedicated buttons.

Add a line from a rate opens a window that allows you to:

• easily search among your existing rates;
• filter the rates to quickly find the one you need.

After adding a rate, you can modify the description, price, quantity, and any discount.

It is essential to specify for each line:

• whether it is a sale of service or good
• whether it is a service provided electronically
• the VAT rate,

This information ensures that your quotes and invoices are complete, compliant, and easy to understand for your clients.

Status of Quotes and Invoices

Quotes

When creating a quote, you can save it at any time and modify it as necessary as long as it has not been sent to the client.

Now, all quotes have automatic numbering, which ensures a clear and consistent tracking of all your documents.

Once the client validates the quote, it becomes locked: no further modifications are possible.

Moreover, if a quote is linked to a finalized invoice, it is also automatically locked.

Invoices

When creating an invoice, two options are available:

• Save as Draft: the invoice is saved but remains editable.
• Save and Finalize: the invoice is locked; only a credit note can cancel or modify it.

Save as Draft and Finalize

When you save an invoice as a draft, it is saved but remains fully editable. You can still:

• modify the information,
• adjust the lines,
• finalize the invoice when you are ready: "actions" on the draft → finalize the invoice

When you finalize the invoice, an automatic number is assigned according to your current numbering, as well as an invoice date.

You can still modify the payment due date and the transmission mode before sending.

Management of Credit Notes

We have revised the management of credit notes, which is now much more comprehensive than before.

These documents are the only way to correctly cancel or modify an invoice. As with quotes and invoices, they must comply with the same constraints:

• retain product references,
• include all necessary information,
• allow only precise adjustments, such as removing products from the initial invoice.

Once a credit note is saved and finalized, it is locked and can no longer be modified.

Updated on: 16/02/2026