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> Use this file to discover available pages before exploring further.
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# Certification: what will it change for your invoices?

### 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](https://www.fotostudio.io/app/companies/4113/edit) you will now find new fields.

![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-11332_63k5aa.jpg =700xauto)
###### 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

![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-11350_1cn5dmq.png =700x333)
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.

![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-11373_1hdmvfh.jpg =700xauto)


###### 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 

![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12024_q1ihyt.png =800xauto)
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.



![Rate selection window](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12054_9u7j6e.png =800x276)
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**,

| Each line of a quote or invoice now has an automatic product reference.  For lines created from a rate, the reference corresponds to that of the rate; for lines added manually, it is generated automatically.  




![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12092_1242a0e.png =700xauto)

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:  
![](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12111_cvaph8.png =700xauto)

* **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.

![Draft Invoice](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12124_1taimnm.png)

### 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.


![Finalize an Invoice](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12132_sxsdfe.png =700xauto)
![Finalized Invoice](https://storage.crisp.chat/users/helpdesk/website/-/1/1/0/6/1106822c7ec6b200/screenshot-2026-02-16-at-12135_1l9nsv0.png =600xauto)

# 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.


|| You can retrieve the NF525 compliance certificate by clicking here: [https://www.fotostudio.io/NF525-fotostudio.pdf](https://www.fotostudio.io/NF525-fotostudio.pdf)