Short answers to the questions we get most. If you can’t find what you’re looking for, email support@invofyx.com — replies within 12 hours on weekdays.
Step-by-step walkthroughs of the most common workflows.
What to try when something unexpected happens.
Go from account creation to first invoice sent in under five minutes.
After signup, go to Invoices → New invoice. Pick a client (or create one inline), choose the currency, and add at least one line item. Invofyx will auto-number the invoice using your configured prefix (default: INV-YYYY-####).
When you hit Send, we generate a PDF, attach it to a templated email, and — if Stripe is connected — embed a payment link. You can preview the email before sending from the same screen.
In Settings → Payments, click Connect Stripe. You’ll OAuth into your existing Stripe dashboard; we never see or store your API keys. Permissions are scoped to read invoices, create payment links, and receive webhook events.
If your country isn’t supported by Stripe, skip this step and use PDF-only mode — you’ll still get invoices with SWIFT/IBAN blocks and a manual mark-as-paid workflow.
Under Clients → New client, enter the business legal name, billing address, and (for EU clients) the VAT number. Invofyx validates the VAT number against VIES in real time and stores the validation snapshot with the client record.
For US clients, specify whether they’re a business or individual — this affects whether 1099-K reporting applies to your Stripe payouts.
Settings → Branding lets you upload a logo, pick an accent color, and choose between Classic and Modern layouts. Pro and Studio plans also get a Compact layout that fits a single-page invoice on letter- or A4-size paper.
Multi-currency specifics, VAT handling, FX rates, and email delivery.
Every invoice has a quoted currency (what the client sees on the invoice) and a settlement currency (what actually lands in your Stripe balance). The FX rate at the moment of payment is snapshotted and stored on the invoice record, so reconciliation always matches your bank statement.
If the client pays in a currency other than the quoted one, Stripe converts at Stripe’s rate (usually within 1% of mid-market). We record both values on the ledger so your books show gross invoiced, FX gain/loss, and net received.
When you’re VAT-registered in one EU member state and your client is VAT-registered in another, Invofyx auto-applies reverse-charge treatment: VAT is zero-rated on the invoice, and the legally-required wording is added. See the full practical guide on the blog.
Rates are sourced from Stripe’s live treasury feed. We lock the rate at two moments: (1) when the invoice is issued, for client-facing display, and (2) when the payment clears, for reconciliation. The delta between the two shows up as FX gain/loss on your quarterly report.
Emails go out via Resend from no-reply@invoices.invofyx.com by default. Pro and Studio plans can set a custom From: address by verifying a domain — you add three DNS records, we handle SPF/DKIM/DMARC.
Payment links, manual wire reconciliation, refunds, and reminders.
Every invoice emailed from Invofyx includes a unique Stripe Checkout link. Your client clicks, pays with any method Stripe supports (card, SEPA, BACS, Apple Pay, Google Pay), and the invoice is marked paid via webhook — usually within 5 seconds of the charge succeeding.
For clients who wire directly, open the invoice and click Mark as paid → Manual. Enter the amount received, the settlement currency, and the bank’s effective rate. This posts to your ledger the same way a Stripe payment does.
Full or partial refunds can be issued from the invoice page. For Stripe-paid invoices, the refund goes through Stripe automatically. For wire payments, we generate a credit note PDF and you handle the actual bank transfer. Either way, your books stay correct.
In Settings → Reminders, pick a cadence (we recommend 0/7/14/21 days after due date) and a tone (polite / firm / final). Reminders stop automatically the moment the invoice is paid.
Get your quarterly numbers out of Invofyx and into your accountant's hands.
Reports → Exports → Xero (CSV). Pick a date range; we produce a CSV formatted for Xero’s bank-transaction importer, with one row per paid invoice and the correct tax account coding per jurisdiction.
Same menu, pick QuickBooks Online (CSV). The file matches QuickBooks’ Bank Feed Import format so you don’t have to map columns manually.
Reports → Tax summary gives you a one-page PDF per quarter showing net revenue, VAT collected (by country), reverse-charge supplies, and out-of-scope revenue. Ready to hand to your accountant.
Automatically generated at quarter-end, the FX report lines up every invoice issued in a non-home currency, its issued rate, its settlement rate, and the delta posted to your ledger.