How to cancel an invoice / issue a credit note?
It is not possible to delete an invoice in order to preserve the numbering sequence and chronology of your accounting documents. However, if an invoice was created by mistake (test invoice, unpaid invoice, incorrect amount, etc.), you can cancel it by creating a credit note. How do I cancel an invoice? You can create a credit note directly from an invoice by clicking Actions > New credit note You can also create a credit note from [Accounting > Credit notes](https://www.fotostudio.io/aSome readersHow to set a default comment on my quotes / invoices?
You have the option to add a personalized comment on each quote and invoice. However, if you have information to include on all your quotes and invoices, we recommend creating a default comment. Go to Settings > My Account > My Activity, then in the section "Estimates & Invoices". Examples of possible comments: Non-applicable VAT Payment delay Payment methods etc.  only on one line. To do this, locate the line where you wish to apply the discount and fill in the "Discount (%)" column. This allows, for example, to apply a discount only on an option and not on the package. You will find a `DSome readersHow to add terms and conditions ?
To associate terms and conditions with a quote or an invoice, you first need to add them in Settings > Data > Contract Templates & terms of business. During the creation of a quote, at the bottom of the page, you can attach your terms via the dropdown menu "Terms and Conditions". For your client, a checkbox "I accept the T&C" will be displayed before clicking on the quote acceptance button. They cannot accept your quote without checking thFew readersHow to create a quote or invoice without creating a shooting?
Do not hesitate to create shootings in Fotostudio, even if it's a shooting project for a prospect and it might not be confirmed. You can always archive this shooting or associate it with a specific status like "canceled" or "not concluded". Shootings indeed offer many additional features, such as applying a payment plan, signing contracts, sending questionnaires, etc. It would be a shame to miss out on these. However, you have the possibility to create a quote or invoice directly in a contact'Few readersWhere to display my billing details and payment methods?
You have the option to display payment information above your invoices in the client interface. To do this, go to Settings > Modules > Online Payment. On this page, you can enter in the "Other(s)" section whatever you want: your bank account details, the list of payment methods you accept, etc.Few readersHow to associate my quote / invoice with a shoot?
You may have intentionally (or unintentionally) created your quote / invoice in the contact's file instead of the shoot's file and want to associate it with your shoot. To do this, simply edit your quote / invoice with the Actions > Edit button, then at the bottom of the editing page, you will find the list "Associated Shoot". You can find the shoot you want to associate there, then save. ![Associated Shoot](https://storage.crisp.chat/users/helpdesk/website/1106822c7ec6b200/screenshot-2024Few readersHow to customize invoice / quote appearance?
Change invoice themes You can't change the layout of the invoice, but you can customize the background. You can either choose a predefined theme or create your own. To do so, you'll need a JPG image sized 784px * 1124px, which will be used as the background for your invoices. To create your own theme, go to Documents > Settings > Theme of estimates and invoices or [Accounting > Settings > Theme of estimates and invoices](https://www.fotostudioFew readersWhy is the invoice number not correct when I create a new invoice?
You will find in Settings > Data > Pricing and Billing on the right column, a field "Last invoice number". Your next invoice will be this number + 1. So if you modify this field to 10, your next invoice will be 11.Few readersHow to display mandatory legal notices on my quotes / invoices?
You can provide mandatory legal notices on your quotes and invoices by adding a default comment. For more information, see the article How to set a default comment on my quotes / invoices?.Few readersCertification: 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 yourFew readersI can't delete my quote, what can I do?
When an invoice is attached to a quote, the quote can no longer be deleted. It is now possible to cancel a quote. The quote is then ignored when calculating the session price. It is no longer shown to the client. ||| Warning It is not possible to uncancel a quote. It's like a deletion (from your client's perspective), except the quote is not actually deleted on your end.  to Pennylane, without any re-entry. What the integration does Once activated, the integration automatically sends to Pennylane: What is synchronized Detail | Invoices | With allFew readersCopyright - Rights Transfers
Copyright: manage your rights transfers, never forget a renewal again This feature is designed for photographers who transfer copyright to their clients (advertising, press, packaging, social media...) and want to stop managing this in a 25-tab Excel file. What is the Copyright module? As a photographer, your photos are not automatically "sold" with your services, whether you work with individuals or corporate/business clients: you transfer to your client the right to use themFew readersAccounting software synchronization
📧 Automatic invoice sending to your accounting software What is it for? Many accounting software (Pennylane, Dext, Hubdoc, QuickBooks, Indy, Fizen, Sage...) allow you to import invoices by email: you just send a PDF to a dedicated address and the document is automatically integrated into your accounting. With this feature, Fotostudio automatically sends each finalized invoice and credit note to this address as soon as you lock it. You don't have to do anything manually anymore.Few readersHow do you create a credit note that can be used by the customer in the future?
Fotostudio doesn't directly allow you to create a credit note from an invoice. However, if needed you can: Go to Module > Vouchers to create a single-use discount code with the amount you want. Share this code with your client who can use it for their next shooting booking. The discount amount will then maFew readersWhere to find the recipe book or cash register book?
Fotostudio allows you to download a cash book or revenue book that's very useful in case of an audit. To download it, go to Accounting > Expenses. Click on Download, in the top right You can then choose to download your cash book with the following settings: Period (start and end date) Format (XLS or CSV) Received payments, Expenses, External pFew readersAccounting software sync
📧 Automatically send invoices to your accounting software What is it for? Many accounting tools (QuickBooks, Xero, Dext, Sage, Hubdoc...) let you import invoices by email: just send a PDF to a dedicated address and the document is automatically added to your accounts. With this feature, Fotostudio automatically sends every finalized invoice and credit note to that address the moment you lock it. No manual action required. How to configure the email address 🔗 Direct link:Few readers