Learn DeviStor, step by step

1. Getting started with DeviStor

Goal: understand the first screen after registration and account activation, then configure your company profile correctly.

a) Profile tab

1. Log in to DeviStor with your email address.
2. On first launch, you are automatically redirected to the Company profile page.
3. On a new profile, search by SIREN/SIRET to fill and unlock official company details. Then check the results. Enter your telephone in the profile; registration no longer requests it. Check your email too.
4. If your company has professional or ten-year insurance, manually fill in the insurer name and policy number. Also fill in your IBAN and BIC (SWIFT): these details are not public and cannot be imported automatically.
5. Add your company logo so it appears on quote and invoice PDFs.
6. Click Save profile to save this information.

b) Preferences tab

1. Open the Preferences tab to configure default values used in future quotes and invoices.
2. Choose the interface language. DeviStor is available in French, English, Polish, Ukrainian and Portuguese.
3. Check the activity profile: automatic from the NAF code or manual selection. It activates the suitable predefined services catalog and the default payment model for new quotes.
4. Check the VAT regime and default VAT rate, especially if you are a micro-entrepreneur.
5. Check invoice numbering before finalizing your first invoice.
6. Click Save profile to save preferences.

Interface language

The DeviStor interface is available in five languages: French, English, Polish, Ukrainian and Portuguese. French remains the compliant primary language of quotes and invoices. You can also generate a bilingual version using the language selected on the client's profile.

Activity profile

Choose the activity profile used for services and new quotes. Automatic mode selects a profile based on your NAF / APE code. This choice activates the matching predefined services catalog and default payment terms.

You can also choose manually: BTP, IT, Consulting / Engineering, Services or Full payment, 100% order, for example if your NAF code does not reflect your real activity.

VAT regime

If you are a micro-entrepreneur or under the VAT exemption regime, tick VAT exemption under art. 293B CGI. New invoices will be created without VAT with the mandatory legal note: TVA non applicable, art. 293B du CGI. Already created invoices are not modified.

When this regime is active, the default VAT rate is set to 0% for new quotes and invoices.

The Default VAT rate field is preselected automatically when creating a quote or invoice. It must always match your real situation.

Invoice numbering

By default, DeviStor proposes a prefix such as F, a pattern such as -{annee}-{numero} and a preview such as F-2026-1. If you are starting your activity and have not issued any invoice during the year, you can usually keep this setting.

If you start using DeviStor during the year after already issuing invoices with another tool, adapt the prefix and next number to continue the chronology of your existing documents.

2. Create your first customer

Goal: save a B2B or B2C customer and prepare their documents.

1. From the dashboard, click Customers, then Add.
2. Choose the customer type: business (B2B) or individual (B2C).
3. Depending on the type: for a B2C customer, complete all data manually. For a B2B customer, enter a SIRET or SIREN in the SIRET field so DeviStor can automatically retrieve the SIRET and professional customer information.
4. Check consistency of imported or entered data: name, address, postal code, city, VAT number, email and phone.
5. Save the information by clicking Save.

See also: Manage several project addresses

3. Create a professional quote

Goal: create a clear quote, calculated automatically and ready to send.

1. Click New quote from the dashboard or directly after adding a customer.
2. Select customer, issue date and quote validity date.
3. Add services using one of the two methods: choose a predefined service/product from your list, or create a one-off item for this quote.
4. To group lines into lots (structural work, plumbing, finishes…), switch on Organise quote into categories at the top of Add new item: each line can then be filed under a category, and the PDF shows them with a subtotal.
5. To reuse an existing item, open Add new item, then use Select a service/product from the list.
6. To enter a new service, use Or add a one-off service/product for this quote, then complete name, description, quantity, unit, net price and VAT rate.
7. If you use the AI assistant, start with a clear title, then use AI icons to rewrite the title, generate a description or complete the line with a price suggestion.
8. To avoid typing, click the mic icon next to the Title or Description fields and dictate your text: voice recognition runs in the interface language (French, English, Polish, Portuguese or Ukrainian).
9. If this service should be reused later, tick Save this item to my global service/product list for future use.
10. Check net totals, VAT and total including VAT before previewing the PDF.
11. Check Payment terms. They are prefilled according to your activity profile or preferences, but remain adjustable for each quote.
12. If a BTP retention guarantee is required, open Retention guarantee (BTP), tick Apply retention guarantee, then choose 1 to 5% and a duration of 12 or 13 months.
13. Use Additional information for the quote if you need to add a specific note to this quote.
14. Click PDF preview to view the final quote. As long as it has not been sent to the customer, you can still freely modify it.
15. Send the quote by email with the Send button in the preview, or directly from the quote list.

See also: Edit, reorder and shorten document lines

4. Import lines from an Excel file

Goal: reuse a quote already prepared in Excel without retyping everything by hand.

1. On the quote creation or editing screen, find the small Excel icon (green) next to the Add new item title.
2. Click this icon, then select your Excel file (.xlsx).
3. Your file is never stored on our servers: it is only read for the duration of the import, then analyzed automatically. You are taken directly to the next step.

1. DeviStor tries to automatically recognize your columns (title, price, quantity…). If your file has several tabs, choose which one to import at the top of the screen.
2. If everything is correctly recognized, go straight to the preview: it updates itself, nothing else to click.
3. If a column is not recognized (e.g. the Price column), uncheck Automatic field recognition and indicate yourself, for each column, what it contains (Title, Description, Unit, Quantity, Price, etc.).
4. Also choose how to organize your categories: let DeviStor detect them, use the tab name, put everything in one category, or use no categories.
5. Even in automatic mode, you can keep an extra column from your file (e.g. Location): simply choose Title or Description above that column, its content will be appended to the matching field.

1. Before the final import, check the preview of each line, you can still correct everything directly in the table (title, description, unit, quantity, price).
2. Each line gets a status: OK (green, ready to import), To check (yellow, a remark to read but the line can still be imported) or Error (red, a required field is missing, the line will not be imported until it is fixed).
3. When a suggestion is available, a magic wand icon appears on the right of the line , click it to apply it, or use Apply suggestions at the top of the table to fix everything at once.
4. Once happy with the preview, click Import valid lines. Only lines without errors are added to the quote.

5. Use the AI assistant in a quote

1. Type or dictate a precise title in a quote line.
2. Correction and translation of entered text into French are available from Essentiel. Always review the result.
3. With Pro, generate a description from the title and use Complete with AI for missing fields.
4. Suggested prices use comparable lines from your history, not a public price list. Without relevant history, no price is imposed.

6. Edit a sent quote using Duplicate

1. Open the preview of the quote already sent. The original document is preserved.
2. Click Duplicate and confirm the copy for the same customer.
3. DeviStor opens the copy for editing with a new number. Correct the lines and check dates, total and payment terms.
4. Review the PDF preview and send the new version to the customer.

7. Reuse quote lines for another customer

1. Open New quote and select the customer for the new offer.
2. Click Clone lines from an existing quote (optional).
3. In the window, find the source quote and click Select.
4. Check the dates and click Next. DeviStor creates a new quote using the selected lines; adjust them before sending.

8. Send a quote with online acceptance

Goal: send a quote with a secure link so the customer can view, accept, refuse or comment.

1. Open the quote you want to send, then click Send from the preview screen.
2. You can also send the quote directly from the quote list.
3. The customer receives an email with the PDF attached and a secure link to the online acceptance page.
4. From this page, the customer can view the quote, accept it, refuse it or add a comment.

9. Turn a quote into an invoice

Goal: create a compliant invoice from an accepted quote.

1. From the accepted quote, click Invoice to invoice 100% of the quote directly, or Deposit if payment terms include several stages.
2. Select the payment terms and payment method that must appear on the invoice.
3. Check customer data reused from the accepted quote and correct it only if necessary.
4. Go to the next step to check invoice lines, correct or add a position if needed, then complete additional information.
5. Confirm the operation category and service date in the draft before finalising. For Pennylane tracking, see the synchronisation and sending guide.
6. Download or send the Factur-X PDF to the customer.

See also: Create an invoice without a quote and reuse an invoice

10. Manage BTP deposits, situation invoices and balances

Goal: invoice a project by stages without exceeding the quote total.

1. Create your quote with a suitable activity profile or payment model: 30/40/20/10, 50/50 or 100% on order.
2. For the first invoice, choose deposit and enter the planned percentage.
3. As the project progresses, create the next stages: for BTP profiles, they are automatically issued as situation invoices no. 1, 2…, the standard French practice for construction contracts. The Situation button replaces the Deposit button as soon as a first deposit is finalized.
4. At the end, create the balance invoice: it takes the project total and deducts all deposits and situations already invoiced.
5. Activate retention guarantee if your BTP project requires it.

11. Connect Pennylane and check delivery

1. Complete your company profile, then open the Pennylane connection from DeviStor.
2. Use your existing account if you have one. Otherwise follow the account creation flow offered. Keep the information DeviStor displays for this flow.
3. Authorise DeviStor in Pennylane, then return to DeviStor and check the connection status.
4. Finalise an invoice and check its synchronisation status. If a send or retry action is available, use it and check the result.

Integration overview

12. Create a credit note

Goal: correct or cancel an invoice while keeping a compliant trace.

1. Open the related invoice.
2. Choose Create a credit note.
3. Select a full or partial credit note depending on the situation.
4. Enter the correction reason.
5. Check the available amount before finalizing the credit note.

13. Configure your company profile

Goal: understand profile tabs and prepare information reused in quotes and invoices.

1. Open Profile, then the Edit tab to modify company information.
2. In the Company tab, use SIREN search with your SIRET if you want to prefill legal data.
3. Complete manager, legal name, commercial name, legal form, share capital, VAT number, address, IBAN/BIC and logo.
4. In the Preferences tab, choose the interface language. Generated documents remain in French.
5. Set the activity profile: automatic according to NAF code, BTP, IT, consulting, services or full payment. This prepares both suggested services and the payment model for new quotes.
6. Check VAT regime, default VAT rate and invoice numbering before saving.

See also: Show your details on the invoice

14. Choose and renew your subscription

1. Open Profile / Subscription. Your trial includes 2 months of Pro without a bank card.
2. Essentiel includes quotes and invoices, Pennylane, cancellation credit notes, dictation and AI correction/translation into French. Pro adds staged billing, amendments, advanced credit notes, Excel import, advanced AI, work orders and payment tracking.
3. Select the plan and term offered in your account. Check the total amount and terms before confirming a paid licence request.
4. Follow the invoice and payment instructions you receive. Once payment is processed, check the new subscription end date.

View pricing

15. Customize your quotes: badges, standard text and appended document (T&C)

Goal: give all your quotes a consistent professional image, without retyping anything on each document.

a) Badges and certifications

1. Open Profile, then the Quotes tab.
2. Upload up to 2 images: quality labels, certifications (RGE, Qualibat…), partner logos.
3. They automatically appear on the PDF of every quote, next to the ten-year guarantee: a single badge is displayed near the signature area, two badges are centered below it.
4. To replace a badge, delete it with one click (red Delete link) then upload the new one. If you delete badge no. 1, no. 2 takes its place automatically.

b) Standard quote text

1. Still in the Quotes tab of the profile, enter your standard text: intervention conditions, recurring notices, typical lead times…
2. It is automatically suggested on every new quote and appears in the italic section of the PDF, below the introduction.
3. On a given quote, you can remove it or reapply it with one click, without touching the template saved in the profile.

c) Appended PDF document (T&C, conditions…)

1. Upload a PDF file (max 2 MB) in the Quotes tab of the profile: it will automatically be added at the end of every generated quote.
2. The document name is remembered on each sent quote: even if you change the appendix later, older quotes keep the version that accompanied them.

16. Create an amendment to an accepted quote

Goal: modify a quote already signed by the customer, material change, final price of a provision, additional work, without having the whole quote signed again.

1. Typical case: the customer signed the quote with a provision (e.g. “bathtub of the customer's choice, provision €800”) and has just chosen the final model.
2. Open the preview of the accepted quote, then click Amendment.
3. Tick the quote items you are modifying. For each one, DeviStor creates two lines: a Cancellation line (negative amount, locked) and an editable copy with the new model and the new price. You can also add entirely new lines.
4. The amendment carries the quote number followed by -AV1 (then -AV2…). Its PDF states that it modifies the original quote, that all other conditions remain unchanged, and shows the new total of the project.
5. Send the amendment to the customer like a quote: they accept it online via the same secure link, they only sign the change, not a whole new quote.
6. Once the amendment is accepted, invoicing (deposits, situations, balance) is automatically calculated on the quote + amendments total, and the final invoice shows the lines of each amendment in a dedicated section.

17. Dictate and correct text

1. Open a quote line and select your interface language in preferences.
2. Click the microphone beside the title or description. Allow microphone access in your browser, then dictate the service.
3. Review the recognised text. Use AI correction to translate it into French and improve the wording before sending it.

18. Reuse your services and products catalogue

1. Open Services / Products to view saved services or create a new entry.
2. Fill in the name, description, unit, net price and VAT rate. Save the entry.
3. In a quote, select a service/product from the list. Adjust the quantity and check the price and VAT for this customer.
4. Your industry catalogues are available on quotes and invoices: construction, IT, consulting, landscaping, cleaning or garages depending on the profile and NAF code. Adjust prices; garage packages exclude parts.
5. The VAT rate field is hidden under VAT exemption. Changing the industry replaces untouched predefined copies; your own services and edited lines remain.

19. Record payments and track the balance

1. Open the invoice list and find the relevant finalised invoice.
2. Click the invoice payment badge (Due, Overdue or Paid). The suggested amount is the outstanding balance; check the actual amount, date and method. If a payment is wrong and no correction action is offered, contact help.
3. Save, then check the recorded amount and outstanding balance. For partial payments, record each subsequent payment separately.

20. Choose the document VAT regime

1. Check your VAT regime and defaults in Profile / Preferences.
2. The VAT selector appears only when the customer situation offers a choice. An EU services or goods regime may be suggested automatically; check it before finalising.
3. Complete the customer details and check rates, amounts and wording in the PDF preview before finalising.

See also: Create a foreign customer and a bilingual document

21. Download a work order

1. Open the preview of the quote for the work you are carrying out.
2. Click Work order to download the PDF document.
3. Check the job details and use the document to prepare or accompany your work on site.

22. Install DeviStor on phone and computer

1. Open app.devistor.fr in your browser. On the login screen, find the DeviStor “Add as app” icon at the bottom right.
2. Click this icon. On a computer or Android, confirm installation in the window offered by your browser.
3. On iPhone or iPad, the same icon opens instructions: in Safari, use Share, Add to Home Screen and Add.
4. Then launch DeviStor from its icon and sign in normally.

23. View purchase invoices

1. Open the Financial Centre and select Purchases. Connect Pennylane to retrieve your purchases.
2. Click Synchronise Purchases to refresh documents, suppliers, amounts and due dates. Retrieval may take a few moments.
3. Click a row to open its details: amount, due date, status and lines supplied by Pennylane.
4. Use View invoice (PDF) for the original document and bank details. If the PDF is missing, synchronise again. Viewing purchases does not pay your supplier.

24. Categorise purchases and assign them to a project

1. In Purchases, enter a new category name in the left panel and click +.
2. Drag an invoice onto a category. Click a category to filter; All displays every purchase, and dropping an invoice there removes its category.
3. Use the pencil to rename a category. Deleting a category detaches invoices without deleting them.
4. Open a purchase, select the quote under Assign to a quote and click Assign. General expense removes the link. Categories stay in DeviStor, do not change Pennylane accounting categories and do not calculate a margin.

25. Manage several project addresses

1. Edit the customer and select Add a project / delivery address.
2. Enter an optional name, street, postcode and city, then save. Repeat for other projects for the same customer.
3. For a new quote or invoice, select the customer and choose the project address. You can keep the billing address or add a new address.
4. On a draft quote, use the address pencil to change the project. An invoice created from a quote inherits its address. Changing the customer record does not alter addresses already stored on documents.

26. Create an invoice without a quote and reuse an invoice

1. Open New Invoice and choose creation without a quote. Select the customer and project address if needed.
2. Check payment terms, method, due date and service date. Select the operation category: products, services or both.
3. Create the draft, add lines and review the PDF. Finalise only when everything is correct; the final number is assigned at this step.
4. To reuse an invoice, open its preview and click Clone. Check the copy’s customer, dates, VAT and lines before finalising. Correct a finalised invoice with a credit note.

27. Show your details on the invoice

1. In Profile / Company, enter your HTTPS website and contact details, then save.
2. Open the Invoices tab. Select which details appear in the footer: email, website and telephone.
3. Save the profile and check an invoice preview. Empty details are hidden; the website link is clickable in the PDF.

28. Edit, reorder and shorten document lines

1. Open a draft document. Click a line’s pencil to edit its name, description, quantity or price, then save.
2. A line can have a name up to 300 characters or only a description. Activate the star in the edit window to save the service to your catalogue.
3. Drag the ⋮⋮ handle to reorder lines. On invoices created from quotes, reorder within each section; sections remain fixed.
4. On a draft invoice, turn off Show additional descriptions to shorten the PDF. Lines without names keep their descriptions. Deposit amounts remain locked and sent quotes cannot be edited.

29. Create a foreign customer and a bilingual document

1. In Customers / Add, first select the country and customer type. Identification fields follow the selected country.
2. Use SIREN/SIRET for a French company. For an EU company, provide the requested VAT number with its country prefix. Outside the EU, use the local identifier where needed.
3. Select the desired second language under Document language and save the customer.
4. Create the quote or invoice and check the proposed VAT treatment and preview. French remains the primary language alongside the selected second language. Document language is separate from your interface language.