Publish your catalogue for your Billora clients

What is the public catalogue for?

The public catalogue lets a company registered on Billora that added you as a supplier browse your products and services, then send you a purchase order or a quote request without re-typing anything. The connection is made only between Billora companies, through the ICE: the buying company must have entered your ICE on its supplier record.

The catalogue is off by default. Nothing is visible until you turn it on, and every company must be accepted by you before it sees anything. The feature is available depending on your subscription.

The public catalogue is reserved for accounts activated in real mode: in test mode or on a demonstration account, opening it is refused with the message « Le catalogue public n'est disponible qu'aux comptes activés en mode réel. » (The public catalogue is only available to accounts activated in real mode.). A buying company still in test mode can neither request access to your catalogue nor order.

In the mobile app you process the orders you receive (« Demandes clients », « Accepter la commande »), but the public catalogue settings are only available on the web version (Paramètres → Catalogue public).

Who can do it: the owner and the administrators of the company configure the catalogue and manage access. Other roles see the page in read-only mode.

How do I have my business verified by Billora before publishing?

A catalogue is never visible to other businesses until the Billora team has verified your business, even if « Rendre mon catalogue public » (Make my catalogue public) is on. Billora verifies only the seller who publishes (your ICE and your tax compliance). Who can do it: the owner and the administrators; the account must be activated in real mode and the feature included in your subscription.

1. Open Paramètres → Catalogue public (Settings → Public catalogue). The « Vérification par Billora » (Verification by Billora) card is at the top of the page.
2. Under « Attestation ICE » (ICE certificate), click « Ajouter » (Add) and upload your certificate (PDF or photo). « Remplacer » (Replace) changes it; the delete icon is not offered while the request is under review.
3. Under « Attestation de régularité fiscale » (tax compliance certificate), check that the document is uploaded with its end-of-validity date. This is the certificate from Paramètres › Attestation fiscale: click « Ajouter » or « Mettre à jour » (Update) to fill it in. Nothing is uploaded twice.
4. Tick the responsibility box: « J'ai compris que Billora ne vérifie pas l'identité des entreprises qui demandent l'accès à mon catalogue. Il m'appartient de vérifier, avant d'accepter une demande, qu'elle émane bien de mon client. Billora ne pourra être tenue responsable d'un accès accordé à tort. » (I understand that Billora does not verify the identity of the businesses requesting access to my catalogue. It is my responsibility to check, before accepting a request, that it really comes from my client. Billora cannot be held liable for access granted in error.)
5. Click « Demander la publication » (Request publication). If a document is missing, a message « Pour envoyer la demande, ajoutez : … » (To send the request, add: …) tells you which. The status changes to « En attente de validation » (Awaiting validation).

The Billora team checks both documents, then approves or declines. You are notified by a notification and an e-mail. The statuses on the card are « Non demandée », « En attente de validation », « Validée », « Refusée », « Expirée » and « ICE modifié » (ICE changed since approval).

• Validée (Approved): the catalogue is public until a date set by Billora after checking your tax compliance certificate (the date you entered is the starting point, but Billora may retain another one). The card shows « Catalogue public jusqu'au … ». You can then turn « Rendre mon catalogue public » on or off freely, without a new request.
• Refusée (Declined): the reason is displayed (« Demande refusée par Billora. Motif : … »). Fix your documents, make sure the responsibility box is ticked, then click « Demander la publication ».
• You can set the catalogue options before approval, but it is only visible afterwards.

Expiry and renewal. You receive a reminder (notification and e-mail) 30 days then 7 days before the date, then on the day itself, the last day of publication (« Dernier jour de publication de votre catalogue »). The next day the catalogue closes by itself: buyers no longer see it (granted access is kept and resumes after renewal). To renew: first update your tax compliance certificate (Paramètres › Attestation fiscale), then click « Envoyer pour renouvellement » (Send for renewal) on the card. You can send it at any time, even while the catalogue is approved (unless a request is already pending). The responsibility box you already accepted stays ticked, with the note « Accepté le … par … » (Accepted on … by …): no need to tick it again (unticking it greys out the button). During the review the catalogue stays public until the old date. If Billora declines the renewal, the old date is kept and the reason is displayed (« Renouvellement refusé par Billora. »).

Buyers see the « Entreprise vérifiée par Billora » mention (« ICE et attestation de régularité fiscale contrôlés ») on your catalogue. It certifies the verification of your business, not of the buyers.

How do I turn on and configure my catalogue?

1. Open Paramètres → Catalogue public (Settings → Public catalogue).
2. Turn on « Rendre mon catalogue public » (Make my catalogue public). When it is off, nobody sees your catalogue and the access already granted is suspended (it resumes if you turn it back on).
3. Set the options below, then click « Enregistrer » (Save). The message « Paramètres du catalogue enregistrés. » (Catalogue settings saved.) confirms it.

Option	Choices
« Afficher les prix » (Show prices)	Prices excluding VAT, with the client's special rate if one exists. When hidden, the buyer sees « Prix sur demande » (Price on request) and can only request a quote.
« Disponibilité des articles » (Item availability)	« Ne pas afficher la disponibilité » (do not show availability); « « Disponible / Indisponible » seulement » (available / unavailable only, without the quantity); « Quantité en stock » (quantity in stock, for items tracked in stock).
« Commande » (Ordering)	« Bon de commande au prix affiché » (purchase order at the displayed price); « Demande de devis » (quote request); « Les deux (l'acheteur choisit) » (both, the buyer chooses).
« Articles publiés » (Published items)	« Tout le catalogue (articles actifs) » (the whole catalogue, active items) or « Seulement certaines catégories » (only some categories, which you tick).

Rule to remember: without displayed prices, only the quote request is possible (« Sans prix affichés, seule la demande de devis est possible. »). If you hide the prices, the order mode automatically goes back to « Demande de devis ». If you choose « Seulement certaines catégories », tick at least one category; categories are created in Paramètres → Catégories.

How do I choose which products are visible in my catalogue?

Two levels combine. First the categories (« Articles publiés »). Then, product by product, to remove a specific item from a published category. A product is visible to your clients only if it is active (not archived), not hidden and, if you chose « Seulement certaines catégories », in a ticked category.

1. From a product sheet (Products → edit a product): in the « Statut » card, untick « Visible dans le catalogue public » (Visible in the public catalogue; help text: « Décochez pour ne pas le proposer dans votre catalogue public : il reste utilisable dans vos devis, factures et autres documents. »), then « Enregistrer ». Every product is visible by default.
2. From the product list: tick several products, then click « Masquer du catalogue public » (Hide from the public catalogue) or « Afficher dans le catalogue public » (Show in the public catalogue) in the action bar. Hidden products carry the « Masqué du catalogue » (Hidden from the catalogue) pill (list, cards and product sheet).
3. The Settings → Public catalogue page reminds you of the number of hidden products (« N produit(s) masqué(s) »).

Immediate effect: a hidden product disappears from your clients' catalogue as soon as you save. If a client had already put it in their cart, their order or quote request is refused until they remove the item (message « Cet article n'est plus proposé par ce fournisseur : « … ». Retirez-le de votre panier et réessayez. », meaning "This item is no longer offered by this supplier"); nothing is created on your side. Orders already sent are not changed. Hiding a product does not archive it and changes neither its stock nor your documents: it remains available in your quotes, invoices, delivery notes and client portal. Only the Billora public catalogue is affected. The switch only appears if your subscription includes the public catalogue; the chosen value is kept if the subscription changes. The rights required are those for editing a product (the read-only accountant and the viewer cannot use it).

The buyer never sees your cost price, your floor price, your notes or the stock per warehouse. For a composite product (pack), only availability is shown, not the quantity.

How do I accept, refuse or withdraw a company's access?

When a company requests access, the owner and the administrators receive the notification « Demande d'accès à votre catalogue » (Access request to your catalogue). The request appears in the « Entreprises ayant accès » (Companies with access) section of the same page, with the status « En attente » (Pending), the ICE, the city and the buyer's message, if any.

1. Click « Accepter » (Accept). The button is greyed out as long as your catalogue is not public, i.e. turned on AND approved by Billora: hover over it to see the reason (« Activez d'abord votre catalogue public. », « Votre catalogue sera visible dès sa validation par Billora. »…). An « Accepter … » window opens with no option ticked.
2. Choose the client record to link the company to: « Rattacher à « … » » (offered when an existing client record has the same ICE, but never preselected: the label is « Rattacher à « {name} » (même ICE) » and a warning asks you to check: « Vérifiez que cette entreprise est bien votre client : son identité est déclarée sur Billora. » – check that this company really is your client: its identity is declared on Billora), « Créer une nouvelle fiche client » (create a new client record; the buying company's name, ICE, IF, RC, address, email and phone are copied into the new record) or « Choisir une autre fiche client » (choose another client record, searched by name; the label is « Rattacher à une fiche client existante » when no record has the same ICE).
3. Click « Accorder l'accès » (Grant access; greyed out until a choice is made). The company receives the notification « Accès au catalogue accordé » (Catalogue access granted).

The linked client record has two roles: it receives the orders and its special rate (price grid) applies to the prices shown to the buyer. Creating a new client record counts toward your subscription's client limit: if the limit is reached, a limit alert appears under « Créer une nouvelle fiche client », the « Accorder l'accès » button stays greyed out and you must choose an existing client.

Refuse: click « Refuser », then confirm in « Refuser la demande ? ». The message « Demande refusée. » is displayed and the buyer is notified. They can renew their request 7 days after the refusal (the same 7 days apply after access is withdrawn).

Withdraw access: click « Retirer l'accès », then confirm in « Retirer l'accès ? ». The status becomes « Accès retiré » (Access withdrawn); the buyer is notified with « Accès au catalogue retiré » and no longer sees your catalogue. They must wait 7 days before asking for access again. You can withdraw access at any time. The possible statuses are « En attente », « Accès accordé », « Refusée » and « Accès retiré ».

Your responsibility: Billora does not verify the identity of the businesses requesting access. The acceptance window reminds you: « Billora ne vérifie pas l'identité du demandeur : vérifiez qu'il s'agit bien de votre client avant d'accepter. » (Billora does not verify the requester's identity: check that it really is your client before accepting.) Check that the request really comes from your client (ICE, company name, message) before clicking « Accorder l'accès »; you accepted this principle by ticking the box on the « Vérification par Billora » card.

How do I process a received order or quote request?

Requests arrive in Demandes clients (Client requests; the page gathers the requests sent by your clients from their portal or from your Billora catalogue), with a « Commande Billora » or « Devis Billora » badge. You receive the notification « Nouvelle commande Billora » or « Nouvelle demande de devis Billora ». The « Demandes clients » inbox is open as soon as your subscription includes the public catalogue (see also Client order requests).

Purchase order

1. Open the request (label « Réseau Billora · Bon de commande », history « Commande reçue via Billora »): the banner says the company placed this purchase order from your Billora catalogue, at the displayed prices, and that accepting creates an accepted quote at the same prices.
2. Click « Accepter la commande » (Accept the order), then confirm. A numbered, accepted quote is created at the order's prices and VAT, with the same totals as the buyer's purchase order (to the cent); the company is notified in Billora. The request status becomes « Acceptée » (not « Convertie »), the history shows « Commande acceptée » and the green banner offers « Ouvrir le devis ».
3. Open the quote, click « Convertir en facture » (Convert to invoice), then create the delivery note from the invoice (see Convert a quote into an invoice and Delivery notes). The buyer then receives the goods on their side with « Réceptionner » on their purchase order, and can tick « Créer une dépense automatiquement » there.

For a network purchase order, « Convertir en devis » is not offered. Creating the quote counts toward your monthly quote quota. As with the conversion to a quote, « Accepter la commande » may show minimum-price warnings: they do not block acceptance.

If the buyer cancels their purchase order in their account, you are notified and « Accepter la commande » is refused with the message « L'acheteur a annulé ce bon de commande. » (The buyer cancelled this purchase order.). When you refuse a network order yourself, the buyer is invited to cancel their purchase order on their side.

The quote cannot be accepted from the client portal either (drawn or electronic signature): the portal tells your client to accept it from their Billora account.

If you invoice the quote yourself (converting it to an invoice without waiting for the buyer's answer), the buyer sees their request with the status « Traité par le fournisseur » (Handled by the supplier) and no purchase order is created on their side.

Quote request

1. Click « Convertir en devis » (Convert to quote): a draft quote is created.
2. Complete it, then send it by email or click « Marquer comme envoyé » (or « Marquer envoyés » from the quotes list). Whichever way you use, the company receives the notification « Devis reçu » (Quote received) and sees the quote in Billora: a draft is never visible.
3. The company accepts or refuses the quote. You receive the notification « Devis accepté » or « Devis refusé » (with the reason, if any). An accepted quote is then converted into an invoice like any other quote.

You can also « Prendre en charge » (take charge of) or « Refuser » a request; the reason for the refusal is passed on to the company in Billora.

How do I process orders from the mobile app?

In the « Plus » tab, the « Demandes clients » entry (« Commandes et devis : portail et catalogue Billora ») opens the same inbox as on the web. Open a request: the label « Réseau Billora · Bon de commande » or « Réseau Billora · Demande de devis » tells it apart from a portal request. For a purchase order, tap « Accepter la commande » (same effect as on the web: an accepted quote at the order's prices is created, to be converted into an invoice afterwards); for a quote request, « Convertir en devis ». The public catalogue settings stay on the web version (Settings → Public catalogue).

Frequently asked questions

Why is my catalogue not visible although « Rendre mon catalogue public » is on?

The Public catalogue page shows the reason. Common cases: your request has not been sent yet (« Votre catalogue n'est pas encore public : demandez sa publication à Billora. »), it is « En attente de validation » (« Votre catalogue sera visible dès sa validation par Billora. »), it was declined (« La vérification de votre entreprise a été refusée : corrigez vos documents et redemandez la publication. »), the verification has expired (« La vérification de votre entreprise a expiré : envoyez vos documents à jour pour renouveler. »), or the ICE on your company profile was changed after approval (« Votre ICE a changé depuis la vérification : demandez une nouvelle vérification. »: the approval applies to the ICE checked by Billora, so the catalogue closes until you upload the certificate for the new ICE and click « Demander la publication »). Buyers only see that the catalogue is not available.

What happens when my tax compliance certificate expires?

The catalogue stays public until the verification date set by Billora, then closes automatically. You are warned 30 days and 7 days before, then on the day itself. Update the certificate in Paramètres › Attestation fiscale and click « Envoyer pour renouvellement »: the old date remains valid during the review.

Does Billora verify my clients?

No. Billora verifies your business (ICE and tax compliance certificate), but not the identity of the businesses requesting access: it is up to you to check that a request really comes from your client before accepting it.

Why is the « Catalogue public » page locked?

The public catalogue is not included in your subscription. The page then shows « Cette fonctionnalité est disponible à partir du plan … » (This feature is available from the … plan) or « Cette fonctionnalité n'est pas disponible sur votre abonnement actuel. ». The settings are shown at their default values.

What happens if I turn my catalogue off?

Nobody sees it any more and granted access is suspended, not deleted: it resumes if you turn the catalogue back on. The same applies if your subscription no longer includes the feature, or if the account is suspended or scheduled for deletion. A demonstration account cannot publish a catalogue.

Why can't a company find me?

It must be registered on Billora, have created you as a supplier with a valid 15-digit ICE identical to yours, and your catalogue must be turned on. A closed catalogue reveals nothing, not even that your company is registered.

Can I publish item by item?

Yes. You publish the whole catalogue or entire categories, then you can hide products one by one (the « Visible dans le catalogue public » box on the product sheet) or in bulk (« Masquer du catalogue public » in the product list). An archived product is never published.

Who can accept access and orders?

Settings, acceptance, refusal and withdrawal of access: owner and administrators. Processing requests (« Accepter la commande », « Convertir en devis ») follows the usual rights for client requests; the read-only accountant and the viewer cannot change anything.

Can a refused company ask again?

Yes, 7 days after a refusal and 7 days after you withdraw access. If the buyer stops following your catalogue itself, it can ask again after 1 hour.

Why do I get « Le catalogue public n'est disponible qu'aux comptes activés en mode réel. »?

Your account is still in test mode (or a demonstration). Activate your account in real mode, then open the catalogue. Likewise, a buyer in test mode can neither request access nor order.

Could a buyer pretend to be another client?

The buyer's identity (ICE, IF, RC) is declared by the company on Billora and is not checked by any authority: that is why no client record is preselected when you accept. Check that the company really is your client before accepting it.

What happens if the buyer cancels their purchase order?

You are notified and « Accepter la commande » is refused (« L'acheteur a annulé ce bon de commande. »). Refuse the request instead.

Can I process orders from the mobile app?

Yes: « Demandes clients » and « Accepter la commande » exist on mobile. Only the public catalogue settings stay on the web version.

Do the displayed prices include VAT?

No, they are prices excluding VAT. The VAT rate of each item is shown next to it and frozen in the order.

Why is my accepted purchase order called « Acceptée » rather than « Convertie »?

For a Billora network order, « Accepter la commande » directly creates an accepted quote: the request is therefore « Acceptée » in the list (« Convertie » remains the status of requests converted into a draft quote).

Are the accepted quote's amounts those of the buyer's order?

Yes: the accepted quote and the buyer's purchase order have the same totals, to the cent, with prices and VAT frozen at the time of the order.