What this integration does
Each time a Qwoty quote is signed, the Pennylane integration automatically creates the matching accounting documents in your Pennylane workspace:- One-off quotes → one or more invoices (depending on your payment terms) or a quote
- Subscriptions → one recurring subscription per pricing phase
- Unknown customer → the customer is created automatically in Pennylane if needed
Prerequisites
Create a Pennylane API key
In your Pennylane workspace, go to Settings → API and create a Read and write key with the following scopes:Manage billing subscriptionsManage customer invoicesManage clientsManage quotesCustomer mandatesledger accounts
See the Pennylane documentation for step-by-step instructions on creating an API key.
Set a first document number
Before you use the integration, Pennylane requires a first invoice number and first quote number to be set in your workspace; otherwise, document creation fails. Set them in Settings → Numbering before your first sync.Test in the sandbox
Pennylane provides a sandbox environment so you can test the integration without affecting your production data. Testing in the sandbox is recommended before going live.Configuration
Documents
list
default:"Invoice"
required
Sets the type of document created in Pennylane for your one-off quotes (products without a subscription).
This setting has no effect on subscription sections, which always create a
billing_subscription.Invoices
list
default:"Yes (draft)"
required
Sets whether invoices are created as drafts or finalized.
list
default:"No"
required
Automatically emails the invoice to the customer once it is created in Pennylane.
The email uses the template configured in Pennylane. This setting applies to invoices only; quotes are never emailed automatically.
Subscriptions
list
default:"Awaiting validation"
required
Sets how recurring subscriptions are created in Pennylane.
list
default:"Upon receipt"
required
Payment terms applied to invoices generated by the subscription.
list
default:"Offline (wire transfer)"
required
Payment method associated with the subscription.
If you choose GoCardless direct debit, also enable Send GoCardless SEPA mandate request so your customer automatically receives the mandate request.
list
default:"No"
required
Automatically sends a GoCardless SEPA mandate request to the customer after the subscription is created.
Automatic behaviors
Customer creation
If the quote’s customer does not exist in Pennylane yet, it is created automatically with the following information:- Company name
- Billing address
- Primary contact email
- External reference (Qwoty ID), which prevents duplicates on future quotes
Payment terms and installments
If your Qwoty quote includes installment payment terms (deposit + balance), the integration creates one invoice per installment:- Amounts are calculated in proportion to each installment’s percentage
- The first invoice follows the configured draft/finalized status
- Subsequent invoices are always created as drafts
Multi-phase subscriptions
If your quote includes pricing with several phases (for example, a launch price followed by a standard price), the integration creates one subscription per phase in Pennylane, with the start date calculated automatically.Global discounts
Global discounts applied to the whole quote are carried over to each Pennylane document through thediscount field.
FAQ
A customer already exists in Pennylane. Will it be duplicated?
A customer already exists in Pennylane. Will it be duplicated?
No. The integration first checks whether a customer with the same external reference (Qwoty ID) already exists in Pennylane. If it does, that customer is reused. If you manually entered the Pennylane ID on the customer record in Qwoty, that value is used directly, with no lookup.
Which VAT rate is applied to line items?
Which VAT rate is applied to line items?
VAT is read from each product’s settings in Qwoty and converted to Pennylane’s format (for example, 20% →
FR_200). If no VAT is configured on a product, the line is created as exempt (exempt).My quote has one-off products AND a subscription. What happens?
My quote has one-off products AND a subscription. What happens?
The integration creates both document types independently: an invoice (or quote) for the one-off part, and a subscription for the recurring part.
Why isn't the email being sent?
Why isn't the email being sent?
Check that your Pennylane workspace has an email template configured and that the primary contact’s email address is filled in on the Qwoty quote. Emails are only sent for finalized invoices; if your invoice is a draft, the email is not sent.
Why isn't the SEPA request being sent?
Why isn't the SEPA request being sent?
Two conditions must be met: (1) Subscription payment method must be set to GoCardless direct debit, and (2) your Pennylane account must be connected to GoCardless. If either condition is not met, the request cannot be sent.