How can we help you?
Answers to common questions about quotations, invoices, Peppol, digital signatures, payments, wholesaler integration, and account management. If you cannot find what you are looking for, our support team is ready to help.
Popular topics
Still need help?
Our support team typically responds within 2 business hours.
Quotations and invoices
Creating, sending, and managing quotations and invoices, including Peppol e-invoicing.
Digital signatures
How clients sign quotations and contracts electronically through the client portal.
Payments
Online payments, bank transfer tracking, and payment status management.
Client management
Adding clients, managing the client portal, and sharing documents.
Wholesaler integration
Importing articles, pricing, and orders from your wholesaler account.
Account and subscription
Billing, plan changes, user management, and account settings.
Quotations and invoices
How do I create my first quotation?
Open the Quotations section from your dashboard sidebar and click New Quotation. You can start from a blank form or use an existing template. Add your line items (either manually or by importing from your wholesaler catalogue), set your VAT rates, and click Preview. QuotCraft will calculate totals automatically. Once satisfied, click Send to deliver it to your client by email or share link.
Can I create an invoice without a quotation?
Yes. Go to Invoices and click New Invoice. You can create a standalone invoice for any amount and client, useful for recurring work or emergency call-outs where you complete the job before writing a formal quotation. You can also convert any accepted quotation into an invoice with one click.
What is Peppol and do I need to set it up?
Peppol is the European standard for electronic invoicing between businesses. From 2026, Belgian businesses must send and receive B2B invoices via the Peppol network. QuotCraft handles this entirely automatically: your Peppol address is activated when you create your account, and invoices sent to Belgian companies are routed via Peppol without any setup required on your part.
How do I send an invoice to a client in another EU country?
QuotCraft supports invoicing across all EU member states. When you add a client from another country, it will prompt you for their VAT number and automatically apply the correct tax treatment: reverse charge for B2B transactions, local VAT for B2C, or zero-rated for specific cases. You can also validate the VAT number against the EU VIES database directly from the client form.
How do I handle credit notes?
From any sent or paid invoice, click the three-dot menu and select Create Credit Note. QuotCraft pre-fills the credit note with the original invoice amounts, which you can adjust if you are only crediting partially. The credit note is linked to the original invoice in your records and, for Peppol invoices, is sent electronically to the client.
Can I set automatic payment reminders?
Yes. Go to Settings then Reminders. You can configure reminders to send automatically at a set number of days before or after the invoice due date. You control the email subject and body, and can set multiple reminder steps (for example: 3 days before due, on the due date, and 7 days after). Reminders stop automatically when the invoice is marked as paid.
Digital signatures
How does the digital signature work?
When you send a quotation, your client receives an email with a secure link to the QuotCraft client portal. They can review the quotation, ask questions, and sign electronically using their finger, mouse, or stylus. The signature is timestamped, linked to their email address, and stored with the document. You receive a notification the moment they sign.
Is the digital signature legally valid?
QuotCraft uses a Simple Electronic Signature (SES) as defined in the EU eIDAS regulation. This is legally valid for commercial contracts in Belgium and across the EU. For contracts requiring a higher level of assurance (Advanced or Qualified Electronic Signatures), we are planning AES integration with certified providers such as Connective for a future release.
What happens after a client signs?
You both receive a signed PDF copy of the quotation by email. The quotation status in your dashboard changes to Accepted. You can then convert it to a project, order the materials from your wholesaler, or create an invoice directly from the accepted quotation.
Payments
How do online payments work?
QuotCraft integrates with Stripe to accept online payments. When you enable online payments for an invoice, a Pay Now button is added to the client portal view. Clients can pay by credit card, debit card, or SEPA bank transfer. Payments are deposited directly into your connected bank account, minus Stripe's processing fee. QuotCraft automatically marks the invoice as paid when payment confirms.
Can I still record manual bank transfers?
Yes. For clients who prefer to pay by traditional bank transfer, you manually mark the invoice as paid when you see the payment arrive in your bank account. QuotCraft lets you record the payment date, amount, and reference. The invoice is then moved to the Paid state and your financial overview is updated.
What currencies does QuotCraft support?
QuotCraft supports EUR natively, with plans to add GBP, CHF, and SEK. All financial calculations, VAT, and Peppol invoices are handled in the selected currency. Currency is set per client account.
Client management
How do I add a client?
Go to Clients and click New Client. Enter the company name or personal name, address, VAT number (for businesses), and contact details. QuotCraft will automatically look up and validate Belgian VAT numbers against the KBO database. Once saved, you can create quotations and invoices for this client directly.
Do my clients need to create an account?
No. By default, clients access their documents via a secure, time-limited link that requires no registration. For repeat clients who prefer a persistent account, you can invite them to create a client portal account, which gives them a login to view all their documents, project status, and payment history in one place.
Wholesaler integration
How do I connect my wholesaler account?
Go to Settings then Integrations. Select your wholesaler from the list (Van Marcke, STG, Rexel, Sonepar, Technische Unie, and others depending on your country). Enter your wholesaler login credentials. QuotCraft will connect to your account and import your personal pricing catalogue. Your credentials are encrypted and are never shared with third parties.
Can I update prices in bulk?
Yes. After importing articles from your wholesaler, you can apply a bulk margin update. Select one or more articles, click Bulk Update, and enter a margin percentage. QuotCraft calculates the selling prices automatically. You can set different margins for different article categories. Changes apply only to your account: they do not affect the original wholesaler pricing.
Can I receive wholesaler invoices in QuotCraft?
Yes. Wholesalers who send invoices via Peppol can be connected to your QuotCraft account. Invoices they send appear automatically in your Received Invoices section as a PDF and structured data view. You can choose to receive all invoices from the wholesaler, or only invoices related to orders placed through QuotCraft.
Account and subscription
How do I add team members to my account?
Go to Settings then Team. Click Invite a user and enter their email address. You can assign them a role: Admin (full access), Manager (can create and edit, cannot change billing), or Field (mobile-only, can create and update jobs). Invited users receive an email with a link to set their password.
Can I upgrade or downgrade my plan at any time?
Yes. Plan changes take effect immediately. When upgrading, you are billed a prorated amount for the remainder of your current billing period. When downgrading, your account reverts to the lower plan at the next renewal date. There are no penalties or fees for changing plans.
What happens to my data if I cancel?
If you cancel your subscription, your account enters a read-only state for 60 days. During this period, you can export all your data (clients, quotations, invoices, documents) as CSV files or PDF archives. After 60 days, your data is permanently deleted from our servers in accordance with our data retention policy and GDPR requirements.
Still have questions?
Our support team is available on business days from 08:00 to 18:00 CET. We respond to most requests within two business hours.