Reneva
Before your first invoice: Companies and users · Document issuance · Complete client record · Supported recipients · New document.
Create a document from Documents or from a subscription or client project card: from a card, the client and line items are already filled in. Create and prepare email creates the document and prepares the email; Create and view opens the document card, without an email, so you can check it and choose what to do next. To organize its line items into subscriptions or projects, select Create project.
New document
In Documents select New document, choose the type, the Client and the Line items, then Create and prepare email or Create and view.
Each line item has Category, Description, Qty (default 1) and Price; Add line item adds more and the row total updates automatically. Issuing assigns the number and stores the document: for a risk-free test, use a quote instead of an invoice.
The amounts summary
Everything that forms the taxable amount comes first: Line items total, any discount, social-security surcharge and Taxable amount. VAT and stamp duty follow when applicable, then Total, then withholding tax and Net payable. Tax choices sit below the totals; for documents created from a subscription or a client project they come from the card.
Quote installments
On a quote issued by Reneva use Installments when a job must be invoiced at different times, such as a deposit and balance. When creating, they appear below the line items; on the saved document, above.
With Split into installments enter the number of installments, the first installment percentage, the days until the first and between installments. Empty percentage = equal parts; 0 days = immediately. Installments cover the quote's full line items amount, without the INPS surcharge, and are not available for recurring line items.
With Convert to invoice you issue the first installment; for later ones use Invoice the installment on their row. Documented installments stay fixed: Edit installments divides only the uncommitted remainder.
Transforming a quote
On the quote or proforma card select Convert to invoice: the dialog proposes the invoice for your regime, check Number and Payment due date. Transform and prepare email also prepares the email; Transform opens the new document.
Under the occasional-work regime the button is Convert to receipt; with installments it issues only the first, and for later ones you use Issue receipt on the installment's row.
The new document gets its own number and date (always today: invoices are never backdated) and the source reference; the source stays available to view but can no longer be edited. Tax choices come from the source: to correct them, open the new document and follow the editing rules.
Create subscription or project
Transformation does not create subscriptions or client projects. To do so select Create project in the header, before the green button, and choose line by line what becomes a subscription and what a client project; those already linked stay.
Subscription title proposes the description of the first selected line item and follows it if you change the selection; a title you write is kept.
Accepted or declined by voice
Open the quote and click the status pill in the header: the menu has Pending, Accepted and Declined. Declined asks for the reason and an optional note; the document history records "Accepted manually" or the refusal with date. After a refusal or an expiry, Pending reopens the quote with a new validity date. Convert to invoice also makes it accepted on its own. A quote that will not be accepted is closed only from this menu.
If Convert is unavailable
The document may already be transformed, cancelled, have no available amount left, or you may lack permission to issue. With installments already issued, continue from the installment using Invoice the installment or Issue receipt.
Duplicating a document
From a row's More actions menu select Duplicate: New document reopens filled in. Check client, line items and amounts, then Create and view. A duplicated quote keeps its prices, costs and installments.
The duplicate gets a new number and does not copy the payment due date or a quote reference; for a receipt, enter payment date and amount again. Received documents and those from the connected invoicing system cannot be duplicated; for a document created from a subscription or client project, start from its card.
Document types
The choice depends on your company's regime.
| Regime | Available documents |
|---|---|
| Italian VAT number | Invoice, Pro forma and Quote |
| Occasional service | Occasional service receipt and Quote |
| Standard | Commercial invoice, Pro forma and Quote |
For an invoice, enter the Payment due date. A commercial invoice uses the company's configured tax and is not an electronic invoice.
Add the €2 stamp duty
In Companies and users open the company and Tax regime: Charge €2 stamp to client starts enabled and applies to new quotes, pro formas and invoices, including those issued from Subscriptions, Client projects and installments.
When stamp duty is due, the €2 is added to the total and appears in the document and the XML. Turn the option off to bear it yourself: it is still declared but the client does not pay it. With €1,000 in line items and a €40 INPS surcharge, the amount due is €1,042 with it on and €1,040 with it off.
The threshold is €77.47. You can change the preference even after the first invoice: existing documents keep their amounts and tax data, and transforming a quote or pro forma keeps the source document's choice. The usual editing rules apply.
Multiple due dates for one document
Use Split into installments to spread the collection of an invoice or pro forma over several due dates. Reneva proposes dates 30 days apart, changeable one by one; the first cannot be before today and each due date is not earlier than the previous one.
Use Edit installments to replan only the remainder: collected amounts stay fixed and the first new due date cannot be earlier than the latest protected one. On an issued document it updates the collection schedule without rewriting the PDF or XML.
Create and prepare email or Create and view
Create and prepare email creates the document and opens the client email, which is sent only when you select Send email. Create and view creates the document and opens its card without preparing an email. Tax documents are issued; quotes and pro formas are created.
Header commands
On every document card you will find, from the left: the envelope Send email and the arrow Download (icons only, the name appears on hover), Create project where it exists, and the green button for the type: Convert to invoice on a quote, Record the payment on an invoice, pro forma and receipt, Record refund on a credit note.
Everything else is in More actions, in the same order as the row menu: Edit subscription or Edit client project, Duplicate, Credit note, Turn off reminders (or Turn on reminders) and, below a divider, Cancel pro forma and Delete permanently.
Turn off reminders stops the automatic reminders of this document; Turn on reminders restarts them. Both ask for confirmation and follow the rules in Email and alerts → Due dates.
Send by email and client portal
Send email sends the client a private document link, not the PDF or XML; files you add manually remain attached. If the stored document is unavailable, the email is not sent. To share new access use Client portal on the client record or in More actions.
The link opens the document with its PDF preview and the same client's history with the same company, without another sign-in. Tabs separate Invoices, Quotes, Pro forma, Receipts and Credit notes; Download all prepares PDFs and XML files for the whole type, including years and pages you are not viewing.
What the client sees
In the sidebar documents are grouped by year (the current year is open). A pill next to the title states the status: Paid (green, with the date), the due date in red ("overdue by N days") or amber ("in N days"), Partial in amber for a partial payment; a quote shows Expires on, Expired on or Accepted on. At the top are the logo (or the name) and at the bottom the company details.
How to pay shows the method and instructions stored in the document when an amount remains due, with bank details for a transfer. Pay now appears when Stripe, PayPal or PayPal.me can receive the remaining amount, even after a deposit; with several due dates it does not appear. The destination opens only after the click.
Quotes in the portal
The client can select Accept quote: Reneva records the version shown and the email on the client record. It is not a certified signature and does not create a client project or invoice by itself.
What the email proves depends on how the client came in. With the private link they received, it proves that the person accepting had that link, not that they control the mailbox. With the one-time email from Access your documents, the link was delivered to that address.
After Valid until the button disappears: a red notice shows the expiry date and Request a renewal, which opens a ready-made email to your address. A lost quote shows "Quote no longer available".
To let them accept it again, open the quote and choose Pending from the status pill: enter the New validity date, from today onward. The link already sent does not work for the new version: send the quote again with Send email or share a new access with Client portal.
Access and link expiry
The received link expires after 30 days. The client can open Access your documents with the same invited email and receives a single-use link valid for 15 minutes, with no account or password (one per company if the email belongs to several). The session lasts up to 7 days and ends after 24 hours of inactivity.
Access is revoked on its own when you archive or delete the client or change their email; restoring the client does not reactivate old links.
Document history
It shows the most recent events at the top, including download requests and acceptance. Portal opens are two rows, First opened by the client and Last opened by the client. The PDF preview does not count as a download. These events do not certify download, delivery or that the email was read.
With Fatture in Cloud connected
Reneva no longer creates new documents or transforms quotes or pro formas in Fatture in Cloud; those already acquired remain available with number, amounts, payments and files. For new documents use the Reneva issuing flow above: for an installment or subscription you cannot create two documents that request the same payment, while quotes can be more than one.
A document issued outside Reneva cannot be marked on subscriptions or installments: the period or installment stays To issue until a Reneva document exists, without stopping the others. See Periods without a document.
Checks before issuing
Reneva does not issue an electronic invoice to a client with Type Public Administration or to an Individual client with a foreign Country, whatever data you enter. The block applies before numbering. Quotes, pro forma invoices and receipts do not go through this check.
For other clients Reneva checks the required data on the client card and tells you what is missing: complete the client and try again. Also check withholding tax; if the tax case is unclear, ask your accountant.
Choose withholding tax in the document
Withholding tax starts off: you decide for each invoice or receipt, Reneva does not enable it based on the client. For an occasional receipt, simply turn it on (rate 20%). For an ordinary invoice choose the rate, type and reason in the document. The issued document keeps your choice and its amounts.
For occasional work Apply 20% withholding tax sits in Tax choices (quote, Subscription or Client project card, receipt) and applies to all line items after discounts. With a private or foreign client check whether it applies: Reneva follows your choice.
| Case | What to check |
|---|---|
| Condominium and business income | withholding tax under art. 25-ter |
| Condominium and professional income | 20% withholding tax under art. 25 |
| Commissions | art. 25-bis and the reduced base |
| Private client | normally does not apply withholding tax |
Under the flat-rate regime, withholding tax does not apply to fees covered by the exemption; the wording cites paragraph 67 of Law 190/2014.
EU client with a VAT number
Check the VIES registration. For supplied services, also ask your accountant about the INTRA 1-quater list: the obligation does not depend on a monetary threshold.
Sending to SDI
| Document | What happens |
|---|---|
| Created by Reneva, Included submission channel | On issue the invoice is sent on its own. The outcome (delivered, rejected) is on the SDI badge in the header and on the row; a negative outcome arrives in the bell. |
| Created by Reneva, Manual submission channel | Reneva prepares and validates the XML but does not send it. The invoice shows SDI · to transmit: send it yourself through certified email or the Italian Revenue Agency portal, then select Mark transmitted from the badge. |
| Created with Fatture in Cloud | Documents and outcomes already acquired remain available; new documents are not created or sent from there. |
Legal archiving
Reneva sends invoices to SDI but does not archive them for the ten years required: these are two separate services. The free option is the Revenue Agency's service in the Fatture e Corrispettivi portal: sign up once and everything that passes through SDI is archived.
| Sending channel | What to do |
|---|---|
| Reneva, manual sending or the Agency's portal | Sign up for the Revenue Agency's free archiving service |
| Fatture in Cloud | Archiving is already included in your Fatture in Cloud service |
Numbering
Each document type has a separate yearly number series; number and date remain those assigned on issue. Reneva suggests a number you can change before creating: it must be positive and not already used for the same document type, company and year.
If you are moving from another program, enter the correct number in the Number field. Documents acquired from another invoicing system keep their original number.
Invoice after a pro forma
On a pro forma issued by Reneva select Convert to invoice: the dialog is the quote's (Number, Payment due date; Transform opens the invoice, Transform and prepare email also prepares the email). The invoice gets its own number, keeps the pro forma's tax choices and stays linked. Pro formas acquired from Fatture in Cloud remain available to view, but no invoice is issued from them there.
If Create document is unavailable
Check that the Documents module is enabled, that your role can edit documents and that the card has at least one line item. For an installment client project, issue from the individual installment: Client project installments and payments.