Frequently Asked Questions

Yes. The Free plan includes unlimited invoices and quotes — forever — plus a real monthly allowance of PEPPOL e-invoice sends, multiple organizations, and storage. The current allowances are shown on the pricing page. No credit card required, no trial period, no catch.

Under a minute. Sign up, fill in a simple form with your client details and line items, and hit send. Your invoice is automatically formatted as a professional PDF. If your client accepts e-invoices, we send it via the right network too.

Not at all. You just create an invoice and send it. If e-invoicing is available for your recipient, we handle the formatting, validation, and delivery automatically. You don't need to know what PEPPOL, UBL, or EN 16931 means — it just works.

You can upgrade at any time. Higher plans add more e-invoice sends, organizations, and storage; the top plans include Archive-Vault long-term archival with 10-year retention and priority support. Each plan's exact features and quotas are listed on the pricing page.

Yes — on every plan, including Free. Each plan includes a number of organizations (see the pricing page for current limits), and each organization has its own invoices, contacts, and settings.

Unlimited invoices and quotes. Multi-currency support (50+ currencies). Multiple organizations with included storage. A real monthly allowance of sent PEPPOL e-invoices (unlimited received) plus API and MCP (AI) calls — current numbers on the pricing page. Bank-grade encryption. Email support.

Go to Sales → Invoices → New Invoice. Add your client, fill in the line items, and click Send. Your invoice is automatically formatted as a professional PDF and delivered by email. If your client supports e-invoicing, it's sent through the right network too.

Yes! Go to Organization Settings to upload your logo. Your logo, company name, and address appear on every invoice and quote automatically.

Kworia generates sequential invoice numbers automatically (e.g., INV-0001, INV-0002). You can customize the prefix and starting number in your organization settings.

Yes! Create a quote under Sales → Quotes. When your client accepts, convert it to an invoice with one click — all line items, amounts, and client details carry over automatically.

Yes. Go to Sales → Credit Notes to create a credit note linked to an existing invoice. This is useful for partial refunds, corrections, or cancelled orders.

50+ currencies are supported on all plans, including Free. You can set a default currency per organization and override it per invoice. Exchange rates are for display purposes — you manage the actual amounts.

You can add tax rates to each line item on your invoice. Kworia calculates the totals automatically. Common rates (like 21% for Belgium, 20% for France) can be set as defaults in your organization settings.

Yes. When creating an invoice for a client in another EU country, you can apply the reverse charge mechanism. The invoice will show "VAT Reverse Charge" and calculate the net amount correctly.

We support the invoicing requirements for Belgium, France, Netherlands, Germany, Singapore, and Côte d'Ivoire. Invoice format, required fields, and e-invoicing delivery are handled automatically based on the recipient's country.

We run VAT/UEN format checks and VIES pre-checks where applicable. We also verify e-invoicing participant registrations (PEPPOL/InvoiceNow). For official validation, please confirm against your national tax database.

E-invoicing means sending invoices electronically in a structured format (not just a PDF by email). Several countries make it mandatory — Belgium since January 2026, France from September 2026, Germany since 2025. If you invoice businesses in these countries, you'll need it. Kworia handles it automatically.

To send e-invoices via PEPPOL, you need to register your organization. This takes just a few clicks inside Kworia — go to E-Invoicing → Manage and follow the steps. Registration is typically processed within 1-2 business days.

We support PEPPOL (28+ European countries), Singapore InvoiceNow, and France Chorus Pro (B2G). We support Côte d'Ivoire FNE. Your invoices are automatically routed to the correct network.

Yes! All plans (including Free) support unlimited received e-invoices. When a supplier sends you an e-invoice via PEPPOL or other networks, it appears automatically in your inbox.

Yes — the Free plan includes a monthly allowance of real e-invoice sends via PEPPOL and other networks (the current number is on the pricing page). Receiving e-invoices is always unlimited and free. Paid plans raise the sending allowance.

Go to Contacts → Customers to add and manage your clients. Each customer can have multiple contacts, addresses, and tax numbers. When creating an invoice, just select the customer and their details are filled in automatically.

Yes! Go to Purchases → Expenses to record your business expenses. You can categorize them, attach receipts, and track spending over time. Useful for freelancers tracking deductible expenses.

Yes. Invoices received via e-invoicing networks (PEPPOL, InvoiceNow) appear automatically under Purchases → Inbound Invoices. You can also manually record supplier invoices for your records.

Yes. All plans support multi-organization management — each plan includes a number of organizations, listed on the pricing page. Each organization has separate invoices, contacts, and settings.

You'll receive an email warning at 80% of your quota. You can upgrade to a higher plan, request additional storage (we quote the rate on request), or export and delete old data. We never delete your data automatically.

Go to Billing in the sidebar and choose your new plan. Upgrades take effect immediately. You're only charged the prorated difference for the remaining billing period.

We accept Credit/Debit Cards (Visa, Mastercard, American Express) via Stripe, SEPA Direct Debit (Europe), and Bank Transfer (for annual top-tier plans).

Yes, on all plans! You can create invoices in 50+ currencies. Set a default currency per organization and override it per invoice.

Yes. Your data is protected with bank-grade encryption at rest and in transit. We use role-based access control, two-factor authentication (2FA), and comprehensive audit logs. We never sell or share your data with third parties.

Your invoices and documents are hosted in EU data centers (your documents in Germany, ArchiveVault fiscal archives in France, the application and database in the EU). Payments are handled by Stripe Inc. (USA) under Standard Contractual Clauses; our privacy policy lists every sub-processor.

Yes! You can export the records you created at any time — invoices, quotes, contacts, expenses and metadata. The account export is a JSON file plus a ZIP of your attachments, and an organization owner can request a JSON export of the whole organization. Invoice PDFs are available on every plan.

You can access, export, or delete your personal data at any time from your account settings. We respond to all data requests within 30 days as required by GDPR.

Archive-Vault is our long-term archival service that keeps your invoices securely stored for 10+ years, designed to support statutory retention requirements in most jurisdictions. It captures the exact bytes exchanged with the network and fingerprints every object with SHA-256 at capture. A nightly integrity run re-walks your organization's audit trail in full and re-hashes a rotating sample of stored objects against the manifest; every export is audit-ready. The plans that include it are marked on the pricing page.

Most countries require businesses to keep invoices for 7-10 years (e.g., Belgium and Germany: 10 years, Singapore: 5 years for GST). You are responsible for meeting your local requirements. On plans without Archive-Vault, we recommend exporting your data regularly; plans with Archive-Vault include automatic long-term archival. French organizations are an exception: the exact bytes of every document they transmit or receive over an e-invoicing network (PEPPOL, FNE) are captured and stored in France, on every plan.

Export everything before you cancel. We operate no post-cancellation grace period, and once your account is closed your operational data may be permanently deleted at any time. Documents archived under an Archive-Vault retention guarantee are kept until their retention date, and are destroyed only if you separately request and acknowledge it.

Yes, and there are two ways. You can invite the inspector into your organization as a member — today that is the narrowest role you can grant, and it is not archive-only: read-only as it is, it also lets them read your organization profile, invoices, quotes, customers, contacts, expenses, credit notes and payments — or you can hand over a complete export: every archived document with its manifest, its audit trail and a bilingual EN/FR README explaining how to recompute each fingerprint, one export at a time and one financial year at a time above the per-export ceiling the app states. French law (LPF art. L102 C) puts the online-access obligation on you, the taxpayer; the archive is a tool for meeting it, not a transfer of it. Contact us and we will take you through the procedure.