Send your invoices to Pennylane

Pennylane is not an invoicing channel: it is your accounting. Once connected, every invoice and credit note finalized in Joinways goes to Pennylane automatically, with its PDF. Your accountant has nothing left to retype.

On demand, Pennylane also receives the invoices your vendors upload from their vendor link.

What you'll learn

• Connect Pennylane by authorizing Joinways in Pennylane.
• Use an API token instead, if needed.
• Know which invoices are sent and follow the sending.
• Send your vendors' invoices to Pennylane.

Prerequisites

• Be an owner or admin of the Joinways workspace.
• Have access, in Pennylane, to the company to connect. For the API token route, you also need access to its developer settings.

1. Connect Pennylane

1. In Joinways, open "Settings" > "Integrations", "Invoicing" tab, then click the "Pennylane" card.
2. Click "Continue to Pennylane".
3. In Pennylane, pick the company and allow access to customers, customer invoices and attachments. You come back to Joinways and "Pennylane connected" shows. There is nothing to copy.

2. Or use an API token

1. In the "Connect Pennylane" window, click "Use an API token instead".
2. In Pennylane, open Settings, Connectivity, Developers, then create an API token with these permissions, read and write: customer invoices, customers, attachments. Pennylane shows it only once.
3. Paste the token into "Pennylane API token", then click "Connect". Joinways checks the token and its permissions before saving it.

The token is stored encrypted and never shown again.

3. Which invoices are sent

• Invoices and credit notes issued by Joinways, in the venue's series.
• Stripe invoices and their credit notes.

Invoices issued on Qonto or in QuickBooks stay in those tools and are not sent to Pennylane. Only invoices finalized after the connection are sent.

Joinways creates the customer in Pennylane if it doesn't exist yet, then imports the invoice and its PDF. For a company customer whose SIREN is known, the invoice is imported as an e-invoice.

Tip: a venue whose invoices are issued in another software ("Invoicing software", in the venue's "Proposals & invoicing") no longer issues any invoice in Joinways, whatever channel is connected.

4. Follow the sending

Click the card's gear to open "Pennylane Settings".

• "Automatic sync": on by default, it sends every finalized invoice and credit note. Turned off, nothing is sent anymore.
• The "Synced", "Pending" and "Errors" counters give the state of the sending.

A failed sending never blocks the invoice in Joinways: it is issued normally.

Send your vendors' invoices

Your vendors (caterer, DJ, florist) upload their monthly invoice from their vendor link. You then send it to Pennylane without downloading it again. It is imported as a supplier invoice, with its PDF, linked to the vendor.

1. Open an event of that month, "BEO" tab, "Vendors" section.
2. On the vendor's row, click the "Invoice received" badge, or open the "…" menu, then "Invoicing for the month".
3. On the invoice, click "Send to Pennylane". The label turns to "Sent to Pennylane".
4. Before sending, pick the invoice's VAT rate: 20, 10, 5.5, 2.1 or 0%.

The paid status is read again each time the month is opened: an invoice settled in Pennylane shows "Sent to Pennylane, paid there". Each invoice goes to each tool only once.

Important: the first time, Pennylane does not allow supplier invoices yet, since they are not requested at connection. Click "Allow in Pennylane" and accept in Pennylane. You need the right to connect Pennylane (owner or admin).

Troubleshooting

"You declined the access on Pennylane"

Cause: the authorization was declined in Pennylane, nothing was connected. Solution: start again from the "Pennylane" card and accept the access.

"Some permissions were not granted"

Cause: access to customers, customer invoices or attachments wasn't accepted. Solution: start again and accept every permission.

"Authorization expired or revoked. Reconnect Pennylane."

Cause: the access given to Joinways was removed in Pennylane or is no longer valid. The "Pennylane" card shows this message and nothing is sent anymore. Solution: click the card and reconnect Pennylane.

"Only the workspace owner and admins can connect Pennylane"

Cause: your role cannot manage integrations. Solution: ask an owner or admin to connect Pennylane.

"Invalid token"

Cause: the token is incomplete or was revoked. Solution: copy it in full, or create a new one in Pennylane.

"Token is missing required permissions"

Cause: one of the three permissions wasn't ticked. Solution: create a new token with customer invoices, customers and attachments, read and write.

"Pennylane does not allow supplier invoices yet."

Cause: access to supplier invoices is not requested at connection. Solution: click "Allow in Pennylane" and accept in Pennylane.

The "Errors" counter goes up

Cause: Pennylane refused an invoice. Solution: check the customer and invoice details in Joinways, then in Pennylane.

Frequently asked questions

Are invoices issued before the connection sent?

No. Only invoices finalized after the connection are sent.

Can I use Pennylane with Qonto or Stripe?

With Stripe, yes: its invoices and credit notes go to Pennylane. Invoices issued on Qonto stay at Qonto: they are not sent to Pennylane.

How do I disconnect Pennylane?

In "Pennylane Settings", click "Disconnect". Joinways also removes the authorization given in Pennylane. Invoices already sent stay in Pennylane.

See also

• Invoice a signed quote
• Connect Stripe for payments
• Connect Qonto to invoice from your bank
• Work with vendors