Invoicing Overview

Reonic's invoicing module is built into the Portal, so you can bill your customers for a solar, heat-pump, or wallbox project without leaving the platform. Line items, prices, and tax rates carry over from the signed offer, and the documents end up where your project, contacts, and accounting integrations already live. This page is the section landing: what invoicing is, what you'll find under each sub-guide, and how it sits next to accounting tools like Lexoffice or Sevdesk.

What Invoicing in Reonic Is For

Invoicing turns a quoted project into the money documents that close out the job. It covers the installer to end-customer billing layer, what you charge your customers, across residential PV, heat-pump, and wallbox work in supported countries.

It's tightly coupled with Reonic offers. The fast path for any invoice is from a signed offer: pick the project, pick the variant, and the system auto-fills the line items, prices, tax rates, and contact data, so what was quoted is what gets billed.

You can also bill a customer for general services that aren't tied to a project. Use the from scratch path inside the Invoicing area: skip the project picker and add line items by hand. See [Invoice](./invoice.md) for details.

Reonic invoicing produces the customer-facing money document and tracks its lifecycle and payment status. Your books stay in your accounting tool of choice. See Accounting integrations below for how the two layers connect.

Note: Reonic uses the word invoice on two distinct surfaces. Invoices you issue to your customers live in the Invoicing area of the Portal, which is what this section covers. Invoices Reonic issues to you for your subscription live under Settings > Company settings > Licenses & Billing. The two never overlap, and your subscription invoices are never visible inside the Invoicing area.

Find and Enable Invoicing

Invoicing is a top-level area in the Portal (German label Rechnungsstellung), a peer to Requests, Offers, Installations, and Settings rather than nested under any of them. The default landing screen is the Document Groups list, with one row per project-and-customer pair plus a count of related documents.

If you don't see the area in your navigation, run through these checks in order. The first one that applies is your blocker:

1. Country support. Invoicing money documents are available to issuers in Germany, Austria, Switzerland, France, the UK, Jersey, and the French overseas territories (see Statutory requirements below).
2. Your role and per-user right. You need Editor or higher, plus the per-user Invoicing right switched on. An admin sets this in Settings > Company settings > Users & Teams. Accounts with the Viewer role create no invoicing documents, and the create actions stay hidden for them.
3. Issuing details. An admin completes Settings > Company settings > Invoicing > Issuing details once. Until this is filled in, every create action blocks with the banner "You have to set your company information before creating any documents and review the document prefixes & number circles."

Note: Invoicing is part of your standard Reonic subscription, with nothing extra to buy. The three checks above are what enable it: country, per-user role plus the Invoicing right, and issuing-details setup. Treat completing issuing details as the real activation event, not finding the area in the navigation.

Set Up Issuing Details

Set up issuing details once before any document can be created. This is an admin task (an Editor with the Invoicing right reaches every create action but not the Issuing details page). It takes about five minutes.

1. Go to Settings > Company settings > Invoicing > Issuing details.
2. Enter your company's legal name, address, VAT number, and registry details. This issuer block prints on every document you send.
3. Set the document number prefixes you want on each document type, for example INV- for invoices, PA- for partial or advance-payment invoices, CN- for credit notes, OC- for offer confirmations. Each document type has its own counter and prefix template.
4. Enter your bank account details. Optionally enable the EPC QR-code payment block, which is useful for DACH customers paying via their banking app.
5. Click Save.

Every Editor-or-higher in your workspace with the Invoicing right can now create and send documents.

Pro tip: Use year-stamped prefixes (e.g. INV-2026-). They make invoices easier to file manually and give your tax adviser a cleaner pattern to recognise across fiscal years. In practice a prefix is a one-way decision: once you've issued documents with one, changing it muddies your audit trail, so pick deliberately.

The same issuer block appears on every document, company-wide. If your company invoices under multiple legal entities, talk to your Reonic account manager about your setup. This is also the page where you later update your bank details, IBAN, or EPC QR block. Changes apply to documents issued from that point forward; documents already in Issued status stay unchanged.

Grant Invoicing Access to a Colleague

By default, new colleagues see the Invoicing area and issue documents once you grant the right. Give them access in three steps:

1. Go to Settings > Company settings > Users & Teams, then click the colleague you want to grant access to.
2. Set their role to Editor or higher and switch on Invoicing.
3. Click Save.

The user picks up the change on their next page load. To revoke later, switch the per-user Invoicing right off in the same place, and the rest of the user's permissions stay untouched. This is also how you keep the Invoicing area out of view for colleagues who should work only in your external accounting tool.

Invoicing Capabilities

The module covers a full set of money and supporting documents. Each has its own sub-guide.

Money documents (available to supported issuer countries, see Statutory requirements below):

• [Invoice](./invoice.md) — the main full or final invoice for a finished project. Schlussrechnung in German. Most projects need one.
• [Partial invoice](./partial-invoice.md) — bill a project in stages, with four flavours (Advance Payment, Progress, Partial, Completion) and three generation modes (Percentage, Scheme, Remaining). Useful for staged billing on long projects (30% deposit, 40% interim, 30% completion).
• Credit note — reverse all or part of an issued invoice. Refunds are modelled as manually issued credit notes.

Supporting documents (available in every country):

• [Order confirmation](./order-confirmation.md) (Auftragsbestätigung) — confirms an accepted offer before invoicing. Convert it into an Invoice in one click via Duplicate into type.
• Purchase order — your company orders from a supplier. Same document mechanics as an invoice, facing the other way (the "customer" here is your supplier).
• Delivery note — records what physically arrived on site, with line items.
• Letter — a free-form document (title, subtitle, message, locale) with a number and PDF, for formal customer correspondence that doesn't fit the other types.

For a refund, use a credit note (when you're refunding money already paid) or a partial invoice with a negative adjustment (when reimbursing for a specific component). Talk to your accounting partner if your jurisdiction requires a distinct Erstattung document.

All documents share the same Draft > Issued > Voided lifecycle, the same per-workspace numbering with type-specific prefixes (INV-, PA-, CN-, OC-), and the same rule that documents stay unchanged once Issued. The same editor pattern applies across all types (line items, rebates, locale, footer), with type-specific fields appearing as relevant. The supporting-document editor drops the money-specific fields: no Skonto, no payment status, no QR code.

Staged Billing With Partial Invoices

When a project is large or long enough that a single final invoice at the end isn't workable, bill it in stages. The fast path is from the signed offer: create the Final Invoice first (it can stay in Draft), then click Create partial invoice off it. Pick a generation mode and a flavour label per row (Advance Payment, Progress, Partial, Completion):

• Percentage — e.g. 30% deposit, 60% interim, remaining.
• Scheme — preset multi-row patterns like 30/40/30 or 50/50, spawned in one batch.
• Remaining — the open balance after earlier partials.

Each partial inherits the offer's line items, tax rates, and currency, so what was quoted is what gets billed. Partials sum against the parent Final Invoice automatically, so the customer is billed once for each line item.

Pro tip: Schemes reconcile to the cent at issue time. Each partial rounds independently, so a scheme could drift one to three cents off the parent total. When you issue the completing partial (the one that brings the running total within a 3-cent tolerance of the parent), the system adjusts that partial's totals so the scheme sums to exactly the parent. You issue it as-is. A scheme that genuinely over-bills beyond that rounding tolerance is rejected at Issue.

Note: Plan your partials before locking the Final Invoice. Once any Draft or Issued partial links to the parent, the parent's editor locks line items and prices. If you find a partial-amount mistake after the parent is linked, Void the offending partial and re-create it.

Accounting Integrations

Reonic invoicing produces customer-facing money documents; the books live in your accounting tool. Reonic talks to the major German-speaking tools, plus a regional option for Switzerland.

Supported integrations (configured on the offer and signature side rather than on each invoice send):

• **Lexoffice — Germany — Customer + offer + signed-document records — Manual — Send to [tool]** on the signed offer
• **Sevdesk — Germany — Customer + offer + signed-document records — Manual — Send to [tool]** on the signed offer
• **Bexio — Switzerland — Customer + offer + signed-document records — Manual — Send to [tool]** on the signed offer

For DATEV, the pattern installers use is a monthly close-of-month: run the Download data action at Invoicing > Reports, which produces a ZIP (a summary.csv plus the issued invoice PDFs). The CSV is not DATEV-formatted; hand it to your tax adviser, who maps it on the DATEV side.

Note: The accounting hand-off happens at the offer stage, and it's a manual step. After the customer signs, you push the deal to Lexoffice, Sevdesk, or Bexio by clicking Send to [tool] on the signed offer's Finalise view. The signature makes that button available; it doesn't fire the push by itself. Issuing or sending a Reonic invoice does not trigger any external accounting push. So by the time you issue the invoice (days or weeks later), the record is in your accounting tool only if you clicked Send to [tool] at signature.

What this means in practice. Keep one system of record per invoice. Either invoice in Reonic and use the monthly export for your DATEV or Lexware close, or invoice in Lexoffice and leave Reonic invoicing switched off for those users. Issuing the same invoice in both places creates double records.

Your Reonic Subscription Billing

There are two billing relationships in Reonic, and they're easy to mix up.

1. You (installer) to your end customer. This is the Invoicing area. Reonic produces the document; you collect payment.
2. Reonic to you (installer). This is your Reonic subscription. Reonic produces the document; you pay Reonic.

For the second one (what Reonic charges you, where your Reonic invoice lives, how you pay your monthly subscription), go to Settings > Company settings > Licenses & Billing. Open any line to view or download the PDF. The Reonic Invoicing area shows the documents you issue to your customers, not your own subscription invoices.

When a teammate asks "where do I see invoices," disambiguate first: invoices you've issued to customers (the Invoicing area) are a different surface from invoices Reonic charged you (Settings > Company settings > Licenses & Billing). The two share nothing.

Note: Billing cadence, contract term, payment method, and bank-transfer availability for your Reonic subscription live with [Manage your Reonic licenses and subscription invoices](../deep-dive-settings/company-setting/licenses-billing.md). That page covers everything on the Reonic-to-you side of the billing relationship.

Payment Options for End Customers

When you send an invoice, Reonic puts a bank-transfer instruction on the document: your IBAN, plus an optional EPC QR code for scan-to-pay.

On the invoice PDF:

• Bank transfer. Your IBAN and BIC from issuing details print on the receipt PDF by default. The customer transfers the amount manually; you reconcile when the money lands.
• EPC SEPA QR code (optional, DACH-friendly). A scannable QR on the receipt PDF pre-fills IBAN, amount, and remittance in the customer's banking app. It cuts down on typos and makes reconciliation easier. Enable it per-invoice or set the default in issuing details.

The customer-facing surface is the PDF in the email plus the receipt PDF (with bank details and EPC QR), which customers pay by bank transfer. If transparency for end-customers matters in your business, email them proactively when invoices, partial invoices, or credit notes are issued.

Note: The invoice email is sent under your company name and email (set in Settings > Company settings > Invoicing > Issuing details). Changing the assigned account manager does not change the sender.

Financing. Reonic integrates with financing providers on the offer side. The financing handshake happens at offer signature, so by the time an installation invoice is issued the financing is already routed via the offer. Ask your account manager which providers are available for your workspace.

Activation, Cost, and Plan

Invoicing is part of the standard Reonic subscription, with nothing extra to buy. Three things enable it:

1. Country. Your issuer country must be on the supported list.
2. Role and per-user right. Editor-or-higher, plus the per-user Invoicing right switched on.
3. Issuing details. A one-time admin task in Settings > Company settings > Invoicing > Issuing details.

You issue as many invoices as you need, with no per-document or per-invoice charge. To give a specific colleague access, see Grant Invoicing Access to a Colleague above.

If your workspace doesn't show the area and your country is supported, the most likely cause is that issuing details haven't been set up yet.

For contract-term and billing-cadence questions, talk to your Reonic account manager. These live on the Reonic-to-you side.

Statutory Requirements: e-Invoicing, e-Rechnung, SDI, Factur-X

The rules for what counts as a legally valid invoice diverge fast country by country. Here's where Reonic sits today.

Supported issuer countries (the country gate):

• Germany (DE)
• Austria (AT)
• Switzerland (CH)
• France (FR)
• United Kingdom (UK)
• Jersey (JE)
• French overseas territories: Martinique, Guadeloupe, Réunion, Saint-Martin, Saint-Barthélemy, Saint-Pierre-et-Miquelon, French Guiana

Inside this list, the Invoice, Partial Invoice, and Credit Note options are available. Supporting documents (order confirmation, purchase order, delivery note, letter) work everywhere with no country gate, so an Italian or Dutch installer can issue order confirmations and delivery notes through Reonic.

Country-specific behaviour inside the supported list. The editor looks the same in every supported country. Country-specific VAT rules (DE Kleinunternehmer, FR TVA mention, UK CIS), legal text, number-format conventions, and PDF templates apply automatically based on your issuing-details country.

Statutory e-invoicing formats. Reonic generates standard PDF invoices. For statutory artefacts that require a structured format, route through an accounting partner:

• Germany e-Rechnung / XRechnung. For the XRechnung XML required in certain German B2B and public-sector scenarios, generate the XRechnung in your accounting tool downstream.
• Italy SDI (FatturaPA). Italy isn't on the supported issuer list. For Italian invoices, use an Italian-compliant invoicing tool.
• France Factur-X / Chorus Pro. Reonic generates standard PDF invoices for FR issuers. For the hybrid PDF+XML Factur-X format or Chorus Pro submission, use an accounting partner.

In each case Reonic invoicing can still serve as your internal project-billing layer, with the compliant invoice generated downstream.

When to Route to Your Accounting Tool

The boundary between use Reonic and use your accounting tool is worth being explicit about.

• Bill PV, heat-pump, or wallbox projects to residential customers in DE/AT/CH/FR/UK/JE — Reonic invoicing. Fast path from the signed offer; the document lands in your project's Document Group.
• Bill commercial projects — Your accounting tool. Reonic invoicing covers residential billing today; commercial billing runs through your accounting tool.
• Invoice a leased (Pacht) installation with a lease payment mode — Your accounting tool. Reonic invoices carry bank-transfer payment (IBAN plus optional EPC QR); leasing runs through your accounting tool.
• Attach your own terms PDF, datasheet, or photo to the invoice — Send it separately. The Reonic invoice goes out as the rendered PDF; send supporting files to the customer alongside it.
• Issue an Italian SDI invoice — An Italian-compliant tool. Italy isn't on the issuer list.
• Produce a German XRechnung XML for a public-sector customer — Your accounting tool, downstream.
• Want one system of record and already invoice in Lexoffice / Sevdesk — Lexoffice / Sevdesk. Leave Reonic invoicing switched off for those users; rely on the offer-signature push to land the customer and signed offer, then issue in your accounting tool. To keep the Invoicing area out of view per-user, switch off the per-user Invoicing right in Settings > Company settings > Users & Teams.
• Want automated dunning, payment reminders, or postal escalation — Your accounting tool or a collections service.
• Want a homeowner-facing invoice portal with a balance view and pay-link — Email your customers the PDFs proactively. The customer-facing surface is email plus PDF.
• Issue a bill of materials or purchase order to a supplier — Reonic. Use the Purchase Order document type. No country gate.

Routing decisions are reversible. You can move project-billing into or out of Reonic at any time; neither system locks you in. The thing to keep consistent is the one system of record per invoice rule. Don't issue the same invoice in both places.

Exports, Reports, and Dashboard Figures

Reonic invoicing produces customer-facing PDFs; the reports layer aggregates those documents for sales tracking, tax-adviser hand-off, and dashboard reporting.

Export to your tax adviser. The standard pattern is a monthly close-of-month: an admin opens Invoicing > Reports > Download data and downloads a ZIP (a summary.csv plus the issued invoice PDFs), then hands the CSV to the tax adviser, who maps it on the DATEV side. The CSV is the bridge; the issued invoice itself isn't auto-pushed. Lexoffice, Sevdesk, and Bexio receive the customer and signed-offer records when you click Send to [tool] on the signed offer (a manual step at the offer stage).

Export per-customer sales data to Excel. From Invoicing > Reports, the Download data export ships as a ZIP whose summary.csv you open in Excel or Google Sheets and filter by customer to get a per-customer sales history.

What the Reports dashboard shows. The Reports surface (Invoicing > Reports) reports invoicing totals: invoiced, collected, outstanding, and overdue, across an Overview tab and a Collections tab.

Net vs gross in the Reports dashboard. The editor on each invoice shows net, tax, and gross simultaneously. The Reports dashboard reports gross totals. If the tax-basis setting (accrual vs cash) in Settings > Company settings > Invoicing > Taxation & Payment detail changes, the report can shift how a paid-in-period invoice appears. Talk to your account manager if the figures look off.

What's in This Section

This Deep Dive | Invoicing section has one sub-guide per document type plus a cross-cutting reference:

• [Invoice](./invoice.md) — full or final invoice creation, edit, void, credit note, payment tracking, and lifecycle.
• [Partial invoice](./partial-invoice.md) — staged billing with the from-offer fast path; flavours and generation modes.
• [Order confirmation](./order-confirmation.md) — Auftragsbestätigung. Convertible to invoice.
• [Letter](./letter.md) — formal free-form correspondence with a document number.
• [Reimbursement](./reimbursement.md) — refund workflows (credit-note-based today).

Use the table of contents on the left to jump to a specific document type. If you're new to the module, start with [Invoice](./invoice.md): it covers the most common end-to-end flow and references the other documents along the way.

Things to Know

The clean mental model is that Reonic is the document producer and customer-billing tracker, while your accounting tool is the book of record. Reonic shows you what you've billed and what's still owed; your accounting tool tells you what's in your books and what you owe in tax.

• Lexoffice, Sevdesk, and Bexio pushes are offer-side. The push fires when the customer signs the offer, not when you send the invoice. Plan the accounting-tool side around the signature event.
• Overdue is a visibility flag for you only. When an invoice's due date passes, Reonic flips it to Overdue in your views. It sends nothing to the customer, so plan collections in your accounting tool or via a collections service.
• Mark invoices paid manually. Payment lands in your bank account when the customer transfers; you set the invoice to paid yourself.
• Each document is issued, sent, and marked paid individually. Archiving a Document Group cascades to all children automatically; archiving individual documents is per-document.
• Archive hides, it doesn't change accounting state. You can hide Draft and Voided documents (per-row) or a whole Document Group (cascade) from default list views. To take an Issued money document out of view, Void it first, then archive the voided document. Archiving an Issued and Unpaid invoice still leaves it flagged Overdue once its due date passes; to clear the Overdue flag, Void the invoice or adjust its payment status.
• Currency is one per document. To switch currencies on an existing draft, Void it and start over.
• Each invoice is created manually or duplicated from a previous document. Recurring maintenance-contract billing runs in your accounting tool.
• Invoicing is Portal-only. The Reonic Mobile App covers field work; invoicing lives in the Portal.
• Closing an installation creates the Document Group; issuing the final invoice is a separate action in the Invoicing area.
• To apply a Skonto (early-payment discount), add a document-level rebate with if paid by [date] in the description.

Need help?

• Step-by-step questions about a specific document type → see the sub-guide for that type.
• Activation, plan, or cost questions → contact your Reonic account manager.
• Accounting-tool integration questions (Lexoffice / Sevdesk / Bexio / DATEV) → contact Reonic support; the integration setup is partly your side, partly partner-side.
• Bug reports → include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026