Knowledge base

The dashboard displays various information related to your account over a selected period of time, such as the progress of quotes and invoices, best customers, and more.

How quote and invoice status changes are handled

The statuses "Sent", "Rejected", "Accepted", and "Unpaid" are based on the date when the status was changed.

The "Paid" status is based on the date when one or more payments were received.

When a status changes, the amount assigned to the previous status remains visible in the graph. For example, if an invoice for $1,000 was marked as "Sent" on 02/01/2025 and then marked as "Paid" on 03/30/2025, the graph will show $1,000 under the "Sent" status on 02/01/2025 and $1,000 under the "Paid" status on 03/30/2025.

Currency conversion

The dashboard automatically converts amounts in currencies other than your default account currency using the exchange rate of the day when the data is displayed (not the rate at the time the status was updated).

Can the dashboard be used for accounting or to obtain accurate values?

No. Because of exchange rate conversions at the time of display and the way amounts remain fixed across statuses, it is not recommended to use these figures for accounting or precise analysis.

To get accurate figures for your invoices, we recommend using the "Revenue and taxes" feature, available from the invoice listing page by clicking the corresponding button .

You can also export your quotes and invoices to a spreadsheet (Google Sheets, Microsoft Excel, etc.) to perform your own calculations.

You can delete a company account with all associated data (quotes, invoices, contacts, items, users, etc.) at any time.

To do so, go to “Settings > General”, then click on “Delete company account”.

Potential reason preventing deletion of your account:

If your company is domiciled in France and is subject to VAT fraud prevention law (Article 286 of the
French General Tax Code), you cannot delete your account unless it only contains non-finalized invoices.

In this case, you can cancel your subscription to stop using the service, while still retaining access to your data in accordance with legal requirements.

Toolcie allows you to do a bulk import and export of your existing and prospective customers.

Before starting

Here is what you need to know before starting this process:

• To carry out this process, you must use a spreadsheet in an application such as Microsoft Excel or Google Sheets, saved or exported as a comma-separated values (CSV) file.
  See how to do this with Microsoft Excel
• Importing is limited to 500 entries. If you have more than 500 contacts, please import them in several batches.

Bulk importing contacts

To import new contacts, in the Contacts section, click on the import button. When the dialog box opens, click on the link to download a sample file. Once you’ve filled in the file, import it using the upload button .

Bulk updating contacts

To update contacts, use the sample file described in the previous section or the export file from the next section.

The import process will determine if a new contact is being added or if an existing contact is being updated based on the following fields:

• Company name
• Zip/Postal code
• Country

Bulk exporting contacts

To export contacts, in the Contacts section, check the boxes for the contacts that you want to export, then click on the export button .

Fixing CSV file display issues

If your CSV file appears broken or incorrectly formatted when opened, it may be due to an incorrect column separator or encoding. Here are some checks to perform:

• Column separator: Make sure your spreadsheet software uses a comma (",") as the separator instead of a semicolon (";").
  - In Excel, open the CSV file directly. If the columns are not correctly separated, use the "Text to Columns" function in the Data tab and select Comma as the delimiter.
  - In Google Sheets, when opening the file, select Comma as the separator in the import options.
• File encoding: The CSV file is saved in UTF-8 to ensure compatibility with special characters.
  - If some characters do not display correctly, check that your spreadsheet software is opening the file using UTF-8 encoding.
  - In Excel, use "Open" and select "UTF-8 Encoding" if prompted.
  - In Google Sheets, UTF-8 encoding is automatically supported when opening the file.
• Quick check: If the data does not display correctly, you can open the CSV file with a text editor (Notepad++, VS Code…) to verify that it is encoded in UTF-8 and that the columns are separated by commas.

If issues persist, try opening your file with a different spreadsheet application or using an online conversion tool.

For more information on opening CSV files in Excel, check the official Microsoft documentation: View Microsoft documentation .

Toolcie allows you to do a bulk import and export of your products and services.

Before starting

Here is what you need to know before starting this process:

• To carry out this process, you must use a spreadsheet in an application such as Microsoft Excel or Google Sheets, saved or exported as a comma-separated values (CSV) file.
  See how to do this with Microsoft Excel
• Importing is limited to 500 entries. If you have more than 500 items, please import them in several batches.

Bulk importing items

To import new products or services, in the items section, click on the import button. When the dialog box opens, click on the link to download a sample file. Once you’ve filled in the file, import it using the upload button .

Bulk updating items

To update products or services, use the sample file described in the previous section or the export file from the next section.

The import process will determine if a new item is being added or if an existing item is being updated based on the following fields:

• Reference
• Barcode
• Item name

Bulk exporting items

To export products or services, in the items section, check the boxes for the items that you want to export, then click on the export button.

Fixing CSV file display issues

If your CSV file appears broken or incorrectly formatted when opened, it may be due to an incorrect column separator or encoding. Here are some checks to perform:

• Column separator: Make sure your spreadsheet software uses a comma (",") as the separator instead of a semicolon (";").
  - In Excel, open the CSV file directly. If the columns are not correctly separated, use the "Text to Columns" function in the Data tab and select Comma as the delimiter.
  - In Google Sheets, when opening the file, select Comma as the separator in the import options.
• File encoding: The CSV file is saved in UTF-8 to ensure compatibility with special characters.
  - If some characters do not display correctly, check that your spreadsheet software is opening the file using UTF-8 encoding.
  - In Excel, use "Open" and select "UTF-8 Encoding" if prompted.
  - In Google Sheets, UTF-8 encoding is automatically supported when opening the file.
• Quick check: If the data does not display correctly, you can open the CSV file with a text editor (Notepad++, VS Code…) to verify that it is encoded in UTF-8 and that the columns are separated by commas.

If issues persist, try opening your file with a different spreadsheet application or using an online conversion tool.

For more information on opening CSV files in Excel, check the official Microsoft documentation: View Microsoft documentation .

Toolcie allows you to do a bulk export of your invoices or quotes.

To export invoices or quotes, in the corresponding section, check the boxes for the documents that you want to export, then click on the export button .

If you exported to CSV format, you must open the file in a spreadsheet program like Microsoft Excel or Google Sheets as a comma-separated values (CSV) file.

Fixing CSV file display issues

If your CSV file appears broken or incorrectly formatted when opened, it may be due to an incorrect column separator or encoding. Here are some checks to perform:

• Column separator: Make sure your spreadsheet software uses a comma (",") as the separator instead of a semicolon (";").
  - In Excel, open the CSV file directly. If the columns are not correctly separated, use the "Text to Columns" function in the Data tab and select Comma as the delimiter.
  - In Google Sheets, when opening the file, select Comma as the separator in the import options.
• File encoding: The CSV file is saved in UTF-8 to ensure compatibility with special characters.
  - If some characters do not display correctly, check that your spreadsheet software is opening the file using UTF-8 encoding.
  - In Excel, use "Open" and select "UTF-8 Encoding" if prompted.
  - In Google Sheets, UTF-8 encoding is automatically supported when opening the file.
• Quick check: If the data does not display correctly, you can open the CSV file with a text editor (Notepad++, VS Code…) to verify that it is encoded in UTF-8 and that the columns are separated by commas.

If issues persist, try opening your file with a different spreadsheet application or using an online conversion tool.

For more information on opening CSV files in Excel, check the official Microsoft documentation: View Microsoft documentation .

Sometimes, you may no longer find certain documents like your quotes, invoices, contacts, or items.

Here are the 5 possible reasons:

1. An email address can be associated with multiple accounts. Please check by clicking on the "Companies" icon at the top right of the application to see if you belong to multiple accounts. If so, click on the correct company to switch accounts.
2. You may have created multiple accounts with different email addresses. If that's the case, please log out and use the correct email address. If needed, you can reset your password.
3. If you have changed the document sorting order, it might make finding them more difficult. To fix this, ensure that the default sorting is in ascending order on a column such as the creation date or modification date. You can use the "Up/Down" arrow, visible to the right of the column name when hovering over it, to reorder the display.
4. A user of the account may have intentionally or accidentally deleted some data. Unfortunately, in this case, it cannot be restored.
5. A user of the account may have intentionally or unintentionally deleted the account. Unfortunately, in this case, it cannot be restored. However, if the deletion was performed by another user of the account, an email is sent to the other users to notify them.

Toolcie allows you to manage discounts and other price reductions on your quotes and invoices in several different ways.

You can add discounts per line/entry, but also by group of entries (overall discounts).

The discount always includes two fields:

• the type of discount: percentage or fixed amount
• the value of the discount

How do I add a discount to a line item?

To add a discount when creating an entry, just click the “Discount” checkbox, then complete the fields described above.

For a line/entry that’s already been created, click on the contextual menu to add the discount.

How do I add a discount to a group of items?

If you want to add an overall discount or a discount to a group of items, click on the “Add” button, then on the “Discount” button.

If you want to apply a discount to the total amount of the document after taxes, choose the "Fixed amount" discount type, and then from the dropdown menu, select "Tax incl.".

You also have the option to apply the discount to a specific set, such as a subgroup, or for example, after a subtotal. To do this, use the toggle button "Apply to the total amount of entries" to deactivate the option. Once the discount is inserted, move it to apply it to the desired position.

Operation

Toolcie manages document numbering differently in draft and final modes.

When creating a new document, a provisional reference number is assigned.

Upon finalizing the document (status change, sending, downloading, etc.), the definitive reference is generated.

How to modify numbering?

It is possible to modify the numbering for quotes and invoices for future documents.

It is also possible to modify the numbering specifically for each document.

How to modify the reference number?

When is the definitive reference generated?

The definitive reference is generated when the document's status changes to a status other than "Draft."

How to obtain the definitive reference?

You can obtain the definitive reference of the document by performing the following operations:

• Change the document's status
• Send the document
• Download the document
• Share the document
• Print the document

reCaptcha, developed by Google, is an essential tool to protect websites and applications from suspicious activities performed by robots or automated bots. Toolcie uses the invisible version of reCaptcha, which aims to make the user experience smoother by avoiding users to fill out forms or check boxes. However, some users may encounter issues where reCaptcha frequently asks them to complete a puzzle. In this article, we will explore the possible causes of this behavior and provide solutions to minimize these repetitive requests.

1. Use of VPN or Proxies

The use of VPN or proxies can be one of the main reasons why reCaptcha frequently asks to complete a puzzle. These tools modify the user's IP address, which can be interpreted as suspicious activity by reCaptcha. If you are using a VPN or proxy, try temporarily disabling them to see if it resolves the issue.

2. Suspicious Browsing History or Previous Activities

reCaptcha relies on various factors to determine if a user is a human or a bot. If your browsing history is considered suspicious or if you have performed suspicious activities on other websites and applications, reCaptcha may be more strict in asking you to complete a puzzle frequently. Also, avoid clearing your browsing history too frequently or using private browsing sessions as it can prevent reCaptcha from having the necessary information to evaluate your activity and may result in repetitive requests to complete a puzzle. In such cases, ensure that your browsing history is clean by avoiding visiting malicious websites or using suspicious browser extensions.

3. Rapid or Unusual Browsing Activity

If you are navigating quickly through the application or if your browsing actions are deemed unusual, reCaptcha may ask you more frequently to complete a puzzle to confirm that you are a legitimate user. Try to navigate in a more regular manner and avoid excessive or rapid clicking.

4. Blocking cookies, scripts, or ad blockers

Cookies, scripts, and ad blockers can also have an impact on the functioning of reCaptcha. If you have blocked cookies, scripts, or have an ad blocker enabled in your browser settings, it may result in frequent requests to complete a puzzle. Ensure that cookies and scripts are enabled for the Toolcie application to facilitate reCaptcha validation.

Additionally, if you are using an ad blocker, it may interfere with the elements necessary for the proper functioning of reCaptcha. In such cases, you can try temporarily disabling your ad blocker to see if it resolves the issue.

5. Try using a different browser or device

If you are still experiencing issues with reCaptcha, and the previously mentioned solutions haven't resolved the problem, you can try using a different web browser or device. Sometimes, specific browser configurations or extensions can interfere with the functioning of reCaptcha. By using a different browser or trying with another device, you can determine if the problem is related to a specific configuration of your browser or device. This can help you identify the source of the problem and find an appropriate solution.

It is possible to easily add your terms and conditions of sale to your quotes and invoices using the Toolcie software.

You can do this in two ways:

• By adding a PDF document as an attachment
• By adding footer text

If your quote or invoice does not show the total amount including tax, check the following points:

1. Activation of tax management at the application level

Make sure you have enabled tax management through the main menu: "Settings > Taxes".

Once activated, add at least one tax.

2. Activation of tax management at the document level

Verify that you have enabled tax management in your quote or invoice.

To do this, in document editing mode, click on the contextual menu  and then click on the "Settings" button .

3. Verification of entries in the document

Verify that your different entries such as items and custom entries have a tax specified.

The advantages of online bank transfer payments

Toolcie allows its users to accept online bank transfer payments through an integration with Stripe, an online payment platform. This payment method offers several advantages:

• Customers or businesses can use bank transfers to send money directly to your bank account.
• This payment method is frequently used for high-value inter-business payments.
• The process is 100% automated, which means payment collection and invoice status changes happen automatically.

Supported bank transfer solutions

Toolcie supports several bank transfer solutions, including:

• SEPA Bank Transfer for the European Union
• ACH Bank Transfer for the United States and Canada
• UK Bank Transfer for England
• Sofort for the European Union
• Bancontact for Belgium
• iDEAL for the Netherlands

Other solutions can be added based on users' needs.

How to enable online bank transfer payment

To enable online bank transfer payment with Toolcie, follow these steps:

1. Add or modify your current payment method from your invoice in edit mode.
2. Enable "Online Payment" mode. This setting is also available from the main menu "Settings > Payment methods".
3. Upon activation, you'll need to sign in or create an account with Stripe, our payment partner.
4. Once your Stripe account is connected, you can enable the desired payment method, such as SEPA or ACH, through your Stripe account.

How to send the invoice to the customer

Once the payment method is enabled, you can send the invoice to the customer via email through the application. The email will contain the direct link for online payment. You can also retrieve this payment link by sharing the invoice or copying the link displayed in the invoice under the "Payment Information" section.

Verifying payment mode activation

Once the Stripe payment method is properly configured and enabled, you should see the "Pay" button appear on the invoice. The customer can click this button to make the online bank transfer payment.

It's important to note that bank transfers may take a few business days to process, and processing times may vary depending on the banks involved. You'll need to wait a few days for the payment to be collected in your bank account.

In conclusion, accepting online bank transfer payments is a quick and convenient payment method for customers and businesses. With Toolcie, you can easily enable this payment method and send invoices to your customers for quick and automatic collection. Don't forget to verify that your Stripe account is properly configured to accept bank transfers and inform your customers of this convenient payment option.

You can give your customers the option to pay you directly online by payment card. To do so, while in editing mode for your invoice, add or modify the selected payment method, activating “Online payment”.

This setting is also available from the main menu “Settings > Payment methods”.

Once the payment method has been updated, you can send the invoice to the customer by email through the application. The email will contain the direct link for online payment. You can also get this payment link by sharing the invoice or by copying the link displayed on the invoice in the “Payment information” section.

If the Stripe payment method is properly configured and activated, you should see the “Pay” button appear.

Installment payment, also known as "Buy now, pay later", is a payment method that allows merchants to sell their products to customers who wish to pay in multiple installments. This option enables your business to receive the full payment immediately, while your customer pays only a portion or nothing at all at the time of purchase. The process is 100% automated. Payment collection and invoice status change are done automatically.

Supported solutions

Several installment payment solutions are supported by our invoicing software, Toolcie, including:

• Klarna
• Afterpay / Clearpay
• Affirm

Note that "Buy now, pay later" methods offered are only supported for consumers and not for businesses.

How it works

The customer receives the invoice and fills in their information online. Once the payment is made, the customer is notified by email, and a notification is sent to the business.

How to activate this payment method

Here are the steps to activate "Buy now, pay later" on Toolcie:

1. Add or modify your current payment method from your invoice in edit mode.
2. Enable the "Online Payment" mode.
3. This setting is also available from the main menu "Settings > Payment methods".
4. When activated, you will need to sign in or create an account with Stripe, our payment partner.
5. Once your Stripe account is connected, you can activate the desired payment method, such as Klarna, Afterpay, through your Stripe account.

How to send the invoice to the customer

Once the payment method is updated, you can send the invoice to the customer via email through the application. The email will contain the direct link for online payment. You can also retrieve this payment link by sharing the invoice or copying the link displayed in the invoice under the "Payment Information" section.

How to verify that the payment method is activated

If the Stripe payment method is properly configured and activated, you should see the "Pay" button.

You can cancel your subscription at any time.

To do so, use the main menu "Settings > Subscription" and go to the "Settings" tab. Once in the settings, use the contextual menu to cancel your subscription.

If you want to change the format of the reference number for future quotes and invoices, go to “Settings > Quotes/Invoices” from the main menu.

The field “Reference number format” allows you to modify the reference number. You can use different tokens that will then be replaced by the correct values. Examples: Reference ID, day, month, etc. You can preview the final result just below the field.

It is also possible to choose whether reference numbers reset monthly, yearly or never.

Both annual and monthly resets will have to use a reference number format with the [year] token, and monthly resets will also need the [month] token.

If you want to modify the reference for a specific quote or invoice, you can also do so while editing the document by clicking on the contextual menu  then on the settings button .

If your company is subject to France’s VAT fraud prevention law, you cannot modify the reference number format for invoices. If needed, you can create a ticket via the support center and we will handle the modification.

At any time, you can manually change the statuses of your documents, including canceling an invoice, changing its status to sent, or adding confirmed status to a quote.

To do this, go to the page listing your documents, then click on the color-coded label indicating the document’s status. When you click on it, you can select a new status.

A document in a status other than “Draft” cannot be modified.

However, you can change the status back to “Draft” by clicking the current status, then selecting “Draft”. Once this is done, you will be able to once again edit the document.

Note that companies subject to France’s VAT fraud prevention law cannot modify an invoice once it’s finalized.
In that case, you can cancel the invoice then create a new one by duplicating the old invoice using the contextual menu located to the right on the page listing all invoices.

You can add or remove the units of measure of your choice directly in editing mode for a quote or invoice by clicking “Manage” at the bottom of the units list. You can also access this setting directly from the main menu “Settings > Units”.

Toolcie complies with VAT fraud prevention law (Article 286 of the
French General Tax Code).

The software complies with the four main criteria, which are:

• Data unalterability
• Data security
• Data preservation
• Data archiving

What do I need to do to activate this option in the software?

The software automatically activates the feature to ensure compliance based on the following criteria:

• If the company is based in France
• And if the tax system is activated

Finalizing and obtaining certification

The business owner must download the individual declaration and sign it to comply with the law. You can obtain this document via the user menu at the upper right of the software.

Toolcie allows you to create invoices from a quote. Invoices can be for deposits, balances, or totals.

To do this, go to the page listing all quotes and estimates, then click on the contextual menu located on the right  then click “Convert to invoice” .

When converting a quote to a deposit or balance invoice, you must indicate the percentage of the total amount or the desired total amount tax included.

How invoice reminders work

When an invoice is in “Sent” status, the due date automatically appears on the page listing all invoices in a visual format .

When you hold the cursor over it, the number of days remaining before the due date appears. Toolcie sends an automatic notification to the invoice creator on the due date.

You can create an invoice reminder at any time to send to the customer. The invoice reminder feature creates a new “Reminder”-type invoice containing all of the information from the original invoice.

Once the reminder invoice has been sent, the original invoice status will move to “Unpaid”. The reminder invoice will then take its place. You can generate as many reminders as you like. Generating a reminder can be done via the original invoice or via a reminder invoice.

The “Display linked invoices” button appearing on the page listing all invoices  allows you to show the original invoice and the linked reminder invoices. This button automatically appears when invoices are linked together.

All default settings for reminders (such as fees, the due date, and text, particularly for email) can be found via the main menu in “Settings > Invoices”, then on the “Reminders” tab.

How to create a reminder invoice

To convert an invoice to a reminder, on the page listing all invoices, click on the contextual menu located on the right  then click “Convert to reminder” .

When converting, you can indicate reminder fees.

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To create a credit note, go to the page listing all of your invoices, then click on the contextual menu  for the invoice in question, then click “Convert to credit note” .

The “Display linked invoices” button appearing on the page listing all invoices  allows you to show the original invoice and the credit note. This button appears automatically when a credit note exists.

All default settings for credit notes (such as the reference number format, text, etc.) can be found via the main menu in “Settings > Invoices”, then on the “Credit notes” tab.

From an accounting perspective, we recommend creating a credit note to cancel an invoice.

You can also consider an invoice to be canceled by marking it with the status “Canceled”.
If the invoice has already been paid, you can register a negative payment by selecting the “Refund” option from the “Payments” tab in the contextual menu located on the right of the page listing the invoices.

Yes, Toolcie has an app for smartphones, tablets, and computers.

It is compatible with Windows, Mac, Android, iOS, Linux, and Chrome OS.

Download the app