Documentation: receive, issue and archive your electronic invoices

1

Receive your supplier invoices

As soon as you connect, your supplier invoices arrive automatically in your Diamontis FX workspace, via the Approved Platform - the PA, formerly known as a "partner dematerialisation platform" or PDP - and the DGFiP central directory.

Steps

1

Your supplier issues an invoice They send an invoice to your SIREN via their own Approved Platform. The DGFiP central directory automatically routes the invoice to the PA that hosts you.

2

The PA receives and checks it The Approved Platform checks the format (Factur-X, UBL or CII) and the mandatory information. It sets the invoice to the "Deposited" status.

3

The invoice appears in Diamontis FX You receive a notification and find the invoice in your dashboard, with all its line items, amounts and VAT data displayed clearly.

4

You process and archive it Approve or reject the invoice. It is automatically archived with legal evidentiary value for 10 years in its original form.

Flow diagram

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2

Create and send a customer invoice

Enter your invoice line items, choose the recipient from the directory and send your electronic invoice via the Approved Platform, in just a few clicks.

Steps

1

Create the invoice Enter the number, date and payment terms. Add line items from your product catalogue or enter them manually. VAT is calculated automatically.

2

Choose the recipient Enter your customer's SIREN or company name. Diamontis FX queries the DGFiP central directory to retrieve their official receiving address.

3

Regulatory format The invoice goes to the Approved Platform in UBL format (EN 16931 standard), the same whatever the recipient. The document you download is a Factur-X: a readable PDF that embeds the invoice data.

4

Transmission and tracking The invoice is sent via our PA to the recipient's own. You track its status in real time: deposited, made available, approved or collected.

Flow diagram

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3

Upload an existing PDF invoice to send it

Already have an invoice in PDF? Upload it: Diamontis FX automatically extracts the key information, lets you validate it, then sends the invoice in the required regulatory format.

Steps

1

Upload the PDF Drag and drop your PDF invoice into the interface. If it already contains XML data (Factur-X), it is extracted directly. Otherwise, automatic analysis begins.

2

Analysis and extraction The system detects your customer's SIREN, the amounts excluding VAT, the VAT, the references and the line items. Recognized fields are pre-filled automatically.

3

Validation and correction Check the extracted information, correct any errors and complete the missing fields (nature of operation, payment terms).

4

Electronic transmission Confirm the transmission. The invoice is sent via the PA, exactly like an invoice created directly in Diamontis FX.

Flow diagram

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4

Track an invoice's lifecycle

Every invoice goes through standardized statuses (AFNOR XP Z12-012). Diamontis FX displays them in real time and lets you act on the ones that concern you.

Main statuses

D

Deposited The invoice has been received and technically accepted by the Approved Platform. It is awaiting release to the recipient.

MD

Made available The invoice is now accessible in the recipient's workspace. The payment term countdown begins.

A

Approved The recipient has validated the invoice. It is ready to be paid.

R

Rejected The recipient has rejected the invoice for a business reason (amount, reference, etc.). A credit note or a corrected invoice can be issued.

PT

Payment transmitted Payment data has been sent to the Approved Platform. This triggers the VAT-on-payments-collected declaration where applicable.

E

Collected Payment has been received. Payment e-reporting is automatically triggered to the DGFiP via the PA.

Lifecycle diagram

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5

Export your accounting data (FEC) for your accountant

The Fichier des Écritures Comptables (FEC) is the regulatory format defined by article A.47 A-1 of the LPF (French tax procedures code), required during a tax audit and used by all accounting software.

Steps

1

Access the FEC export Open Settings, "FEC export". Financial years are declared in Settings, "Chart of accounts", "Financial years" tab: a first financial year of 1 to 24 months, a change of year-end date, and "Close", an irreversible step that is logged. Both screens are open on every plan.

2

Select the period Choose the fiscal year or a custom period (start date, end date). A period cannot overlap two fiscal years. A summary of the number of invoices included is displayed before download.

3

Download the file The FEC file is generated in the standardized text format (pipe-separated, ISO 8859-15 encoding) and downloaded immediately. Each entry gets its number and validation date at the first export that carries it, then never changes; a document that arrives after its period was exported goes into the next export, and a correction is made through an adjustment entry in the miscellaneous journal. VAT on services becomes due on payment, and foreign-currency invoices are converted into euros at the ECB rate, with the currency amount and code kept.

4

Send it to your accountant Send the file to your accountant or import it directly into your accounting software. In the event of a tax audit, hand it over as is to the inspector.

Flow diagram

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6

Sign up and connect to the Approved Platform

The guided 4-step sign-up sets up your account and your tax settings, selects your plan, and activates your connection to the PA via a timestamped designation mandate.

The 4 steps of the wizard

1

Your company Enter your SIREN. Your company's information (company name, legal form, address) is automatically retrieved from the INSEE business register and verified.

2

Tax settings Choose your VAT regime (monthly, quarterly, VAT exemption), set your usual rates and enter your intra-community VAT number.

3

Plan Select your plan (Reception - free, Pro at €7 excl. VAT/month or Business at €29 excl. VAT/month). Payment is secured via Stripe for paid plans. No commitment on a monthly plan; twelve-month commitment (two months free) on a yearly plan.

4

Designation mandate Read and electronically sign the mandate designating SuperPDP as your Approved Platform. This document is timestamped and archived with legal evidentiary value. The connection is then finalized automatically.

Connection diagram

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7

Migrate from another e-invoicing solution

Already under a mandate with another provider (PA or OD)? Switching to Diamontis FX is entirely possible, and we guide you through a seamless transition.

How the switch works

1

You join us You create your account, add your company and start connecting to our partner Accredited Platform (summary + KYC identity check). Nothing is cut off with your current provider at this stage.

2

DGFiP directory update Your company is registered in the official directory with Diamontis FX's partner Approved Platform as the receiving platform, on an agreed effective date. From that date, your incoming invoices reach us; your former provider stops receiving them.

3

Recover your history Ask your former provider to export your invoices and archives, then bulk-import your PDFs into Diamontis FX. You centralise your whole history in one place, without re-keying.

4

Seamless verification We check with you that the directory points to Diamontis FX and that no invoice is lost during the switch. Once validated, you can safely terminate your former mandate.

Switching via the directory

We support you
Our team drives the switch with you: choosing the effective date, checking the directory and recovering your history. Contact us BEFORE terminating your former provider for a seamless transition.

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8

Sell and get paid

Automatic reminders, online quote signing, recurring invoices and payment options: what saves you time between issuing and getting paid.

Remind and get signed

1

Payment reminders Settings, "Payment reminders", then "Enable reminders". Every morning, overdue invoices get the level that matches how late they are (day 1, 15 and 30 by default). Each level is an email template in French and English, with a preview. Owner and administrators.

2

Never remind a customer On the customer record, "Never send reminders to this customer" stops every payment reminder for that customer, both the company's and the client area's.

3

Quote signing From the quote's public page, the customer receives a 6-digit code at the email address on their record, valid for 15 minutes. The signed quote is a sealed, timestamped PDF that both sides can download. Requires the sales management and client area features on your account.

Invoice and collect

1

Recurring invoices "Make recurring" on an issued invoice creates a template. By default each due date produces a draft to validate; automatic issuing is switched on in the template once it exists. If issuing is blocked, the invoice stays a draft.

2

Bank transfer QR code With the IBAN set in "Customisation", every issued invoice in euros with an amount due carries a SEPA QR code, on the PDF and in the client area, which pre-fills the transfer.

3

Card payment Settings, "Card payment": "Connect my Stripe account" adds "Pay by card" to the client area. The money goes to your Stripe account. Card payment: all-in fees from 2.1% + €0.25 (1.8% above €250 excl. VAT), with a monthly fee statement on the same screen. Owner and administrators.

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9

Check your purchases

Received invoices are checked as they arrive, and those that don't come through the platform have their place too.

Checks on arrival

1

VAT check Rates, VAT calculation, totals and exemption wording are checked. A discrepancy shows "VAT to check" without blocking anything.

2

Suspected duplicate Same number from the same supplier: "Duplicate". Same total including VAT at most 8 days apart: "Possible duplicate". "Not a duplicate" dismisses the suspicion.

3

IBAN change An IBAN that differs from the known one triggers an alert and an email to the administrators. The invoice can be neither approved nor scheduled for payment until "Confirm the new IBAN".

4

Auto-approval Settings, "Auto-approval": rules on the SIREN, a word in the lines or a maximum amount approve without anyone stepping in. Never an invoice in doubt (duplicate, VAT, IBAN) nor one received off-network.

Outside the platform

1

Off-network purchases Upload PDFs received some other way, review the pre-filled form, then "Save and seal". The invoice is sealed, checked and included in the FEC, with no status sent to the platform.

2

Supplier upload link One link per supplier, with or without expiry, shown only once. The supplier uploads PDFs there without an account; they land in "To review".

3

History import Import your past invoices from a CSV (with the PDFs) or a FEC. They are marked as history: never re-issued, declared or chased. Owner and administrators.

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10

Report and keep the books

Your due dates, thresholds and bookkeeping in one place, so nothing takes you by surprise.

Due dates and thresholds

1

E-reporting calendar The "E-reporting" card on the dashboard gives the next due date for your VAT regime and what is left to transmit. Reminder three days before and on the day.

2

Threshold gauges Under the VAT exemption scheme or as a micro-enterprise, gauges track your turnover thresholds and alert you at 80 %, then when they are exceeded.

3

URSSAF "Turnover to declare (URSSAF)" works out, for a micro-enterprise, the turnover collected per period and category. The third-party filing mandate (Pro plan) will open filing from the app.

Bookkeeping

1

Chart of accounts and rules Settings, "Chart of accounts": seeding, settings, classification rules and invoice-by-invoice allocation. The "Smart Comptable" menu gives the dashboard by account and the invoice-by-invoice review. Pro plan; your invited accountant has access.

2

AI pre-allocation Business plan: when nothing else gives an account, the AI suggests one, to validate before it goes into the FEC. Smart Analyse does this for a batch of invoices (200 included per month), and its second reading flags an allocation the AI would have made differently.

3

Lock after export The FEC export freezes the entries it contains. "Unlock" asks for a reason, which is logged, and the correction goes into the next export as an adjustment entry. From the Pro plan, a reclassification entry corrects the account of a document already exported.

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11

Account and security

Stay in control of who can reach your account, see who did what, and find what you need quickly.

Security

1

Open sessions "My account", "Open sessions" lists your signed-in devices. "Close this session" or "Close all sessions" signs them out.

2

Activity On "My companies", "Activity" shows the company's log, with filters and a CSV export. Reserved to the account owner.

Day to day

1

Quick search Ctrl K (Cmd K on a Mac), or "/" outside a text field, opens the search: screens, settings and records, according to your rights.

2

Reopening a closed company When signing up, a closed SIREN offers "Request the reopening of this company". A Diamontis FX administrator reviews the request and answers by email.