FAQ

PennaPay is a free invoicing tool built for freelancers and small teams. Send professional invoices and quotes, collect payments, sign contracts, and deliver files — all from one link you send your client.

The free plan covers the core invoice maker with unlimited invoices. Upgrading to Pro unlocks the full PennaSystems suite: bookings, messaging, portfolio, time tracking, inventory and more.

The free plan gives you the invoice maker, quotes, PDF export and the ability to accept Stripe payments.

Pro adds PennaDye (AI invoice setup & theming), PennaSchedule (bookings), PennaConnect (client messaging with file delivery), PennaShare, PennaFolio, PennaWelcome, PennaVentory and PennaClock. PennaAid (AI writing) is coming soon. See the pricing page for details.

PennaAid is the helpful layer of PennaSystems — this help centre today and (coming soon) the AI writing assistant that will draft invoices, emails, proposals and briefs. The version on pennapay.com covers the free maker and basic account questions; the PennaSystems version covers every module in the full suite.

PennaSystems is the parent platform that powers PennaPay and the full suite of tools. When you upgrade to Pro, you're signing up for PennaSystems — a single workspace for invoicing, scheduling, client communication, portfolio, file delivery and more.

Learn more at pennasystems.com.

Yes. The free invoice maker works without signing up — fill in your details, download the PDF. No account needed.

If you want to send invoices directly to clients, track payment status and get paid online via Stripe, you'll need a free PennaPay account.

Yes. Inside the app, the Clients page has an Import button — upload a file, match its columns to contact fields and review a summary of what came in. Supported formats: CSV, Excel (.xlsx).

Duplicate contacts (matched by email or VAT/CVR) are skipped automatically, and any rows we can't read are reported so nothing is silently lost. Contact import is a Pro feature.

Yes, on Studio. A Studio workspace lets you create additional organizations under the same login and switch between them from the workspace menu in the top bar.

Each organization keeps its own clients, invoices and branding — completely separate. Creating a new organization is a Studio feature; you can add up to 4 more from the workspace menu once you're on the Studio plan.

A Quote is sent before work begins. It shows proposed price and scope but is not yet a payment request. The client can accept it from their portal link.

When accepted, the quote automatically becomes an Invoice (status changes to "sent") and the client can pay it.

Open the invoice, click the status dropdown and change it to "Paid". You can also record a payment date. Useful when the client pays by bank transfer outside of Stripe.

Yes. Each invoice has its own currency field. PennaPay supports all major currencies including DKK, EUR, GBP, USD and more. Your dashboard groups totals by currency to avoid misleading combined figures.

Reverse charge applies when selling B2B services to clients in other EU countries. Instead of you charging VAT, the client self-reports it in their own country.

Select "Reverse charge" in the Tax field when creating the invoice. The invoice will show "Reverse charge" on the tax line with no amount — the legally correct notation. Consult your accountant or Skat.dk if unsure.

Yes — for zero-rated EU cross-border invoices. When you issue a reverse-charge invoice to a business in another EU country (0% VAT, the buyer self-accounts), we validate the buyer's VAT number against the EU Commission's VIES service and record the verification reference on the invoice. That reference is your proof that you checked in good faith — the recognised defence if the number later turns out to be invalid.

If VIES is temporarily unavailable, you can still issue the invoice — the attempt is logged and re-checked automatically once the service is back. If the number comes back invalid, we warn you and ask you to confirm before issuing, so an obvious typo doesn't slip through. Most Danish tools don't validate VIES at all, so this puts you ahead on compliance.

Drafts can be edited freely. But once an invoice is issued (sent or paid), its figures are locked — the Danish Bookkeeping Act treats an issued invoice as a permanent accounting record, so its amounts and number can't be changed afterwards.

To fix a mistake on an issued invoice, create a credit note (kreditnota) that reverses the original, then issue a new, corrected invoice. The credit note carries its own sequential number series, so the audit trail stays intact.

Yes. Each invoice has its own language setting, separate from the language you use for the app. Set it on the invoice and the PDF, the client payment portal and the invoice emails are all produced in that language. Leave it on "Auto" to follow your account default.

English and Danish are supported today, with more languages on the way.

Yes. When a client pays a deposit before you've delivered, Danish VAT law (Momsloven § 23, stk. 3) treats the payment as the moment VAT falls due, so a proper advance-payment invoice — an aconto faktura — is issued automatically for that deposit. It uses your normal invoice number series.

When you later bill the full job, the final invoice deducts the deposit you already invoiced, so the client is never charged VAT twice on the same amount.

PennaOrders adds a sales-order step between a quote and an invoice, for the order-to-cash flow: quote → order → invoice. An order (ordrebekræftelse) records that your client has agreed to the work — it's the commercial document for a deal you'll deliver or bill later.

Unlike an invoice, an order is not yet an accounting or VAT document, so you can revise or cancel it freely right up until you bill it.

Use an order when the deal is agreed but you haven't delivered yet, or you'll bill it later or in stages — it's a working document you can still change. Use an invoice when payment is actually due: an invoice is the locked legal/VAT record, and once issued it can't be edited (you'd correct it with a credit note instead).

In short: the order is the flexible commercial workspace; the invoice is the final, immutable bill.

Yes. When you're ready to bill, convert an order into an invoice in one step. You can also consolidate several orders into a single invoice, or bill one order across multiple invoices for progress billing — and PennaPay keeps track of how much of each order has already been invoiced.

PennaDye is PennaPay's AI setup helper. Tell it about your work and it suggests the right invoice layout and starting fields, and lets you theme invoices with your own brand colours. Pro feature.

That's PennaAid — an AI writing assistant for line items, client emails, proposals and project briefs. It's coming soon.

Yes, PennaDye is a Pro feature. The free maker uses the standard templates.

In most countries (including Denmark and the EU), electronic signatures are legally recognised under the eIDAS Regulation for standard contracts.

PennaPay records the signer's full name, email address, timestamp (UTC) and IP address — a simple electronic signature (SES) under eIDAS. For high-value contracts, consult a lawyer about whether a qualified e-signature (QES) is needed.

No. Once sent, a contract becomes read-only to preserve its integrity. If you need changes, void the current contract and create a new one.

Yes — MobilePay is available on all one-off invoices and welcome-package deposits paid via Stripe Checkout. Your client picks MobilePay at the payment page; the rest of the flow is the same as card.

MobilePay does not support recurring payments, so PennaPay Pro subscriptions are paid by card or Apple Pay only — Stripe hides MobilePay automatically on subscription checkout.

Go to Settings → Billing and click "Manage subscription". This opens the Stripe customer portal where you can cancel, change plan, or update payment details. Cancellation takes effect at the end of your current billing period.

Your data stays accessible for the rest of your paid period, then your account is downgraded — invoices and contacts remain visible but Pro features are restricted.

You can export all your data any time from Settings → Data export (GDPR Art. 20). If you delete your account, data is scheduled for permanent deletion after 30 days (GDPR Art. 17) with a restoration window.

Go to Settings → Security and click "Set up 2FA". Scan the QR code with an authenticator app (Google Authenticator, Authy, 1Password, etc.), enter the 6-digit code to confirm, and 2FA is enabled.

PennaPay is the front end of your freelance finances — the place where polished, compliant invoices are created and sent. Your invoices are numbered sequentially, carry the correct tax notation (25% DK VAT, reverse charge, simplified invoice, EU zero-rate, etc.), and every transaction is logged.

For your accounts, PennaPay exports a clean, reconcilable dataset: sync directly to Billy (our built-in integration) or download a full CSV or PDF for your accountant. PennaPay is not a bookkeeping system — it's the clean front end that feeds one.

No — deliberately. PennaPay handles invoicing: issue, track, get paid. Your statutory bookkeeping (journal, accounts, annual report) lives in a dedicated system. We're built to hand off cleanly to one, not to replace it.

Yes. PennaPay has a direct integration with Billy — your invoices sync as drafts without copy-pasting, and your accountant reviews before anything is booked. For other accountants or systems, export your full invoice history as CSV or download any invoice as PDF.

Every issued invoice records: a sequential invoice number, issue date, supply date (where provided), seller and buyer details including addresses and CVR/VAT numbers, line items with quantity and unit price excluding VAT, the applicable VAT rate and amount and the total due in your chosen currency. For EU cross-border sales, the statutory tax-basis reference is also stated (reverse charge — Art. 196; intra-EU goods — Art. 138). These fields satisfy the invoice-content requirements of the Danish VAT Executive Order (momsbekendtgørelsen § 58) and the EU VAT Directive; issued invoices are then retained as accounting records (bilag) under Bogføringsloven.

Data is stored on Railway (PostgreSQL database, EU region) and Cloudflare R2 (file storage, EU). Emails are sent via Resend. All three have GDPR-compliant Data Processing Agreements.

PennaPay sends a notification when you log in from a new IP address — a security feature. If it was you, no action needed. If not, change your password immediately from Settings → Change password and enable 2FA.

You can export your data at any time from Settings → Data export. For deletion requests (Art. 17) or other GDPR enquiries, contact us at the address in our Privacy Policy.