Introduction
Qargo has multi currency built in, you can invoice in multiple currencies and you can also keep track of exchange rate to display both currencies on the invoice.
Configuration for multi-currency
You first need to activate the currencies that you want to use. Make sure to contact your Onboarding Manager, Account Manager, or Support to enable the following depending on your case:
Legal currency: this is the main currency that you work with
Allowed customer currencies: these are the currencies that you want to invoice your customers in so they will be used for your sales invoices.
Allowed subcontractor currencies: these are the currencies that your subcontractors send you invoices in, so it will be used for purchase invoices
This will allow you to invoice in multiple currencies but it won't keep track of the exchange rates so the invoice will only contain the amount in the customer currency.
Configuration to use exchange rates
This can only be configured by Admin or Super admin role.
If you want to use exchange rates, then you need to go to Configuration > Accounting > Exchange rates:
Click on the edit button next to the exchange rate, this will then display the table where you can fill in your exchange rates:
Once you fill in your exchange rate, you can just press the save button:
We only let you add exchange rates for past dates, not for future dates. But when you create an invoice, we will always use the most recent exchange rate that we find. In the example above the exchange rate for 1/8/24 is filled in. When I create an invoice on the 20th of August then he will look back in the table and then use the exchange rate for the first of august.
If you change an exchange rate in the past, then existing invoices won't be updated because they can already be sent to customers and your accounting systems so we don't risk making changes to those.
Creating invoices
When you create an invoice, then you will see the following at the top:
Invoice date is when the invoice was created
Exchange rate date is date of the most recent exchange rate that we found. We will use the exchange rate on that date. If you see that this date is wrong, you can still adapt it which will update the exchange rate that we used.
You can also show the exchange rate and the converted amount on the pdf.
Reporting
We currently only use the exchange rates to display on the invoice, we don't use them for our reporting.
Automatic exchange rate date
Every converting invoice has one Exchange rate date, and billing entities can derive that date automatically from a rule, so your invoicing team no longer types it in on every invoice. The Exchange rate date field stays editable, and any edit re-triggers the conversion.
📚 The field only appears when the invoice currency differs from the issuing billing entity's legal currency, so only invoices that genuinely convert show it.
Prerequisites
🧰 The Exchange rate date field only appears once the exchange rates capability is enabled on your account. Contact your Onboarding Manager, Account Manager or Qargo Support to enable it.
Keep CONFIGURATIONS > Accounting > Exchange rates filled for the dates being invoiced. If a cross-currency invoice is saved without an exchange rate set up at all, the save is blocked. If no rate exists for the exact resolved date, Qargo falls back to the closest earlier date that does have one.
Setting the exchange rate date rules
The rules live per billing entity.
Navigate to CONFIGURATION > Organisation settings.
Open Billing entity > a relevant entity.
Scroll down to the Accounting information section.
Open the Default invoice dates block. Two rules are available:
Revenue exchange rate invoice date: applied to sales invoices and credit notes.
Cost exchange rate invoice date: applied to purchase invoices and purchase credit notes.
Each rule offers four bases:
Same as invoice: the exchange rate date matches the invoice date. This is the default for every billing entity, new or existing, on both sides.
Current date: the exchange rate date is the current date.
Earliest charge date: the earliest charge date across the charges being invoiced.
Latest charge date: the latest charge date across the charges being invoiced.
An Adjust by dropdown below each rule shifts the resolved date by a set number of calendar days: 1 day earlier, Same day (the default), or 1 day later.
Earliest charge date / Latest charge date read the same charge dates as the billing entity's Default charge date rule (Revenue charge date / Cost charge date). Changing that rule also changes what these two options resolve to for the exchange rate date.
The rule is set once per billing entity. If one customer needs a different basis, that's not possible. It would need a separate billing entity.
🧰 Existing billing entities keep Same as invoice / Same day until changed, so today's behaviour does not change unless the rule is updated.
How the date is applied
On the Create Invoice modal opened from an order, the Exchange rate date is pre-filled from the Revenue exchange rate invoice date rule.
Purchase invoices and purchase credit notes pre-fill from the Cost exchange rate invoice date rule.
Collective invoices resolve Earliest charge date / Latest charge date across every charge on the invoice.
‼️
Nothing recalculates by itself. A notification flags when the resolved date might need a second look:
When you add a charge to an invoice that converts currency and this shifts the calculated Exchange rate date by more than 7 days from the invoice's current one, a corner notification appears, "The invoice dates no longer match the automatic calculation. Exchange rate date should be X instead of Y."
The notification can be dismissed permanently using its ‘Do not show again’ option in the notification, after which it will not reappear. The Exchange rate date field itself is always left editable.
Editing the Exchange rate date from the Invoices page re-triggers the conversion.
Note:
Earliest charge date / Latest charge date cannot resolve on the standalone Create Invoice page before any charge is linked, and linking one afterwards does not fill the field in retroactively.
Qargo never reads the rate or rate date off a self-bill invoice or a scanned purchase invoice. A scanned purchase invoice always applies the billing entity's Cost exchange rate invoice date rule.
The Exact Online accounting export does not forward the exchange rate, converted amount, or rate date.
Under Polish law, invoices issued before delivery and after delivery require different exchange rate date bases. Since the rule is set once per billing entity, a single entity invoicing both cases cannot satisfy both automatically, so one of the two will need the date corrected manually.
Troubleshooting
Symptom | Cause | Fix |
The Exchange rate date field isn't filling in on the standalone Create Invoice page. | No charge linked. | Link a charge; note it won't backfill retroactively. |
The Exchange rate date field doesn't show up at all on my invoice. | Either the exchange rates capability isn't enabled on the account, or the invoice currency matches the billing entity's legal currency so there's nothing to convert. | Contact your Account Manager or Support to enable it, or confirm there's actually a currency mismatch. |
My invoice saved with a different exchange rate date than I'd expected. | No rate configured for the exact date, so Qargo fell back to the closest earlier date configured silently. | Add the missing rate in the Exchange rates setting. |