Settings and customization

This section lets you configure and customize the application to suit your company's needs.

My Company: Manage your company's basic information (name, address, telephone number, logo) and list of bank accounts.
Peppol: Configure electronic invoicing to send and receive invoices via the Peppol network.
Bank Connections: Link your bank account to the application to automate transaction management.
Monitored e-mail: Set up an e-mail address to automatically import invoices from your suppliers.
Personalization: Customize the appearance of your documents and define default texts.
Accounting Export: Set parameters to automate the export of your accounting data.

My Company

This section lets you manage your company's basic information.

Company name, address, telephone number, VAT number, legal form: You can edit all this information by clicking on the "Modify" button. This data is used to automatically generate your quotations and invoices.
Company logo: You can add or modify your logo by clicking on the "Add logo" button. Supported formats are : JPG, PNG, SVG, GIF with a maximum size of 5MB. Whenever possible, PNG and SVG formats should be preferred, as they offer a sharper rendering for printing. Likewise, there's no reason to load a logo that's too large, as this will only make PDF files heavier without any improvement in quality. Once the logo has been loaded, you can adjust its size and, if necessary, correct its alignment by rotating the image using the sliders.

Bank accounts: Manage your company's bank accounts.

Add a bank account: Click on the "Add a bank account" button to register a new account. You'll need to fill in the name, account number (IBAN) and BIC code.
Modify an account : The "three dots" icon allows you to modify the account description and specify "Show on invoices" so that it appears automatically on your documents. You can also delete an account by clicking on the recycle garbage can icon.

Default attachments: Here you can specify one or more files (such as your general terms and conditions of sale or GTCS) which will be automatically and systematically attached to the emails you send :

all your quotations
all your invoices

Please note that you can also attach other documents to your invoices, quotes and credit notes on request. However, you cannot remove the automatic attachments listed here.

Peppol

The "Peppol" configuration is at the heart of the software. It allows you to register your company on the Peppol network to exchange documents (mainly invoices and credit notes) electronically.

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KYC (Know Your Customer): Peppol aims to prevent fraud by ensuring that only legitimate parties are involved in electronic transactions. That's why we need to verify the identity of users we add to the network.

With Fidly, KYC is automatic if you register via your accountant already known to Bepay, as he can certify your identity.

Otherwise, sending a copy of the identity document of one of the managers mentioned in the most recent publication in the appendices to the Moniteur belge will certify your right to represent the company, or your identity if you are self-employed. Please send this document to kyc@fidly.be so that your registration can be validated.

Registration:

By clicking on the "Register my company with Peppol" button, your company is automatically registered on the network, provided that the necessary data has been correctly encoded in the "My company" screen and that KYC validation is in order. The fields BCE, email, telephone and a bank account are mandatory. This registration enables you to send electronic documents via the software. When the necessary data is present, you will receive the following message:

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Important note: A company can only have one access point for receiving electronic documents on the Peppol network. If you're already using another software for this function, you'll need to deregister from it first before activating reception with Fidly.

Receiving documents :

To receive electronic documents, you must activate the "Receive documents via Peppol" option when registering, as this box is checked by default.

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Multiple sending software: It is possible to send electronic invoices from several different software programs.

Banking connections

This section allows you to link your bank accounts directly to the application.

If you are connected via your fiduciary, the bank data is made available by the accounting firm, provided you have given it access. Otherwise, this functionality can be added and managed by the external Ponto service, which secures and automates access to your bank data. Please note that this service is subject to a surcharge on your Fidly subscription.

Authorize connection: By clicking on "Authorize bank connection", you will be redirected to the Ponto interface where you can choose your bank and link your accounts. This allows the software to automatically retrieve your transactions to facilitate the lettering of your invoices and credit notes.

When the connection is established, you can check here that the data has been updated recently:

Monitored e-mail

This feature enables you to automate the import of your supplier invoices by sending them to the address generated for you.

Unique e-mail address: The system generates a unique e-mail address for your company, consisting of a secure sequence of numbers and letters, followed by @docmail.fidly.be.
How it works: Simply forward e-mails from your suppliers containing invoices to this address. The attachments (invoices) will then be automatically imported and deposited in your incoming documents, ready for processing.

Personalization

This section is dedicated to the personalization of documents produced and sent by e-mail. It comprises three sub-sections:

Email address with personalized domain
Personalized email templates
Custom colors for your PDF documents

1. Email address with personalized domain

You can use your own domain name to send e-mails, replacing the default address(invoicer@fidly.be).

DNS configuration: To use your own domain (e.g. invoice@mydomain.be), you need to add the DNS records (CNAME, MX and TXT) supplied by the software to your domain name configuration. This can be done by contacting your hosting provider.
Validation: Once the DNS records have been added, propagation and validation take a few minutes to 48 hours. The system shows you the status of the configuration and any missing records.
Usage: Once the configuration has been validated, if your company's e-mail address uses this domain, it will automatically be used as the default shipping address for e-mails.

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Why this configuration via DNS?

These DNS records are essential for the deliverability of your e-mails. They act as authentication mechanisms that enable mail servers to verify the authenticity of your messages. This prevents e-mails from being marked as spam or rejected by recipients, and protects your domain from phishing attempts and identity theft.

Note that if your e-mail address does not refer to a domain that belongs to you (e.g. an address xxxx@gmail.com or xxxx@outlook.com) then it will not be used as the sender of your quotes and invoices (this will be invoicer@fidly.be) but as a reply-to address. This way, the mail will have the best chance of reaching the recipient, and the replies from your contacts will be automatically sent to you.

2. Personalized e-mail templates

Fidly offers generic default texts for sending invoices, quotes and credit notes. It also offers a basic text for the quote introductory text. These texts can be modified at the time of sending, according to your needs, but it's likely that you'd like more personalized texts better adapted to your business without having to modify them every time you send. The basic list of templates includes 7 "basic templates":

By pressing the " + Customize " button, you can edit the text and complete it as you wish, as in this example:

As soon as this is added, it replaces the default template. If several templates exist for the same type, then one of these will be designated as the default template, but you'll be free to choose the most suitable one when creating the mail.

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Note, however, that for automated reminder mailings, the default template will always be used.

Remember that to refer to the actual number of the invoice concerned in the subject or in the text, you can use the conventional code #INVOICENB#, which will automatically be replaced by the appropriate number.

3. Invoice and estimate colors

You can customize the colors of your documents (invoices and quotes) to match your company logo.

Customizable colors: You can change the background and text color for the header, as well as for the even and odd rows of the item table in invoices and quotations.
Preview and save: The "Generate sample" button lets you preview changes before saving them definitively with the "Save" button.

Accounting export

This section lets you configure the rules for validating and exporting your documents to your accounting firm.

Fidly has been specially designed not only to simplify the creation and receipt of invoices and related documents, but also to facilitate the transfer of these documents to your fiduciary. If you have installed the software via a link provided by your fiduciary, this link has already been configured.
Automatic validation rules: To further simplify data transmission to the trustee, you can activate rules to automatically validate your documents, making them definitive and non-modifiable. Otherwise, you'll have to use the "Approve" buttons in the document's summary sheet.

Validate automatically on sending: When this option is activated, invoices and credit notes you send are automatically validated and sent to your accountant.
Validate automatically (incoming - manual addition): This rule automatically validates documents you add manually via drag & drop, monitored email or the mobile app.
Validate automatically (incoming - Peppol): Documents received via the Peppol network are automatically validated as soon as they are received.

Reminders

This section lets you set the automatic reminders Fidly sends to help you collect unpaid invoices.

Activate automatic reminders by default: This button lets you globally activate or deactivate the sending of reminders. By default, this option is not activated. Note that, when enabled, you can always deactivate this function for specific invoices or subscriptions when they are created.
Reminder settings: You can customize the frequency of reminders by changing the number of days after the due date for the first reminder, then the second and third. If the number of days is left at 0, as shown below for the 3rd reminder, then this reminder will not be automatically sent.

Software settings and customization