How to edit an invoice online easily and free of charge? [free templates]

By Nathalie Pouillard

Published: October 17, 2024

How do you create an invoice when you're a self-employed entrepreneur (micro-business) or a very small business? You can edit an invoice online free of charge, create it manually on paper, use Excel or free software to create invoices with or without VAT.

You can also choose professional software to better manage your invoices, simplify your reminders of unpaid invoices, while complying with the law against VAT fraud, and send them to your customers from your online account instead of printing them out.

To get you started, here's a free invoice template to print out, with or without VAT, so you can invoice without making a mistake:

See all software Billing and Invoicing

Examples and templates of free printable invoices

Example of an invoice without VAT

Every auto-entrepreneur starts with an invoice without VAT. Here's an example of a VAT-free invoice for auto-entrepreneurs:

Example of an invoice with VAT

Have you crossed the threshold and need to charge VAT? Here's a free example of a blank invoice to print out:

Invoice templates with and without VAT

To get started, it's always easier to follow a template. We provide you with an Excel file containing :

a free invoice template with VAT,
a free invoice template without VAT.

How do I produce a proper invoice?

French legislation requires all types of entrepreneur to comply with invoicing rules. As an auto-entrepreneur or VSE, you need to produce invoices that comply with these rules, as they serve as proof in the event of an administrative inspection. Follow the guide...

Invoicing with or without VAT: the rules for auto-entrepreneurs

Every auto-entrepreneur or micro-entrepreneur starts his or her business with a basic VAT exemption.

If this is the case for you, you must indicate on the invoice: "TVA non applicable, article 293B du CGI" ("VAT not applicable, article 293B of the CGI").

Mandatory information on an invoice

To be compliant and admissible, each of your invoices must be issued in duplicate (one for the customer, one for the supplier) and include a number of legal details:

invoice number ;
the date on which the invoice is issued - this is important to ensure that payment deadlines are respected;
the agreed payment term: on receipt of invoice or 30 days, or in stages depending on the negotiation. You can also specify a payment deadline and late payment penalties: in this case, indicate the rate you will apply;
the legal form of the invoicing party, with contact details: the seller's business name, full address, SIRET or SIREN number, company registration number (mentioning "RCS", registration number and name of town);
the seller's status: member of an approved management center, manager, franchisee, etc. ;
VAT or intra-Community VAT number for activities subject to VAT, or "TVA non applicable, art. 293B du CGI" for activities not subject to VAT;
the invoice recipient: full name of the client company, address, telephone number, e-mail address;
the customer's delivery address in the case of product sales, and if the delivery address is different;
the precise name of the service or products sold, specifying quantity or recurrence;
the applicable VAT rate(s);
the unit price excluding VAT and including VAT, as well as the totals excluding VAT and including VAT;
the down-payment amount if it's a down-payment invoice;
a reminder of any deposit paid, specifying the amount before and after tax;
discount rate, amount before and after tax, if applicable;
currency indicated in euros;
accepted means of payment;
your general terms and conditions of sale.

Invoice errors: cancellation or rectification

If you make an error on your invoice , or decide to grant a discount (or credit note) on an invoice that has already been issued, you can cancel or rectify the invoice, but you are not entitled to delete it: your accounting records must not include a missing invoice number.

You must then send your customer :

a new invoice that replaces and mentions the invoice to be cancelled in the event of an error,
a credit invoice in the case of a discount granted after the original invoice has been issued, which refers to the original invoice, but with a negative amount (example amount: - 100 euros excl. VAT).

If your customer has already paid VAT, you must include certain additional information on your new credit note:

if your VAT-registered customer wishes to reclaim VAT: you must indicate the amount before tax and the amount of VAT (with the VAT rate); the customer will then have to modify his VAT deduction on his side;
if your customer does not wish to reclaim VAT: you must specify that your discount is "net of tax".

The customer does not have the right to rectify an invoice himself; it's up to the supplier to make the necessary adjustments.

How do I create a free online invoice?

Tools for creating a free online invoice

It's possible to create a free online invoice : several websites and platforms offer this service free of charge.

The advantage of creating a free online invoice, with or without VAT , is that you don't have to pay a cent. On the other hand, each time you issue an invoice, you'll have to re-enter all the information and most of the mandatory details.

If the invoice is free, it costs you in terms of time and productivity...

Another disadvantage of this type of free online invoice software is that you can't customize it to your company's colors.

Free invoice software

Nothing is really free, at least not in the long term. Yet your business is destined to grow and last. If you're looking for free invoice software like Kafeo, consider the following drawbacks.

There may be hidden costs to take advantage of :

certain advanced features,
maintenance,
updates,
storage space, etc.

The duration, number of users and interoperability with your other software may also be limited.

Penalties and fines for irregularities

If you forget to include the obligatory information , the invoice is non-compliant and the penalty is penal. You risk :

a fine of 75,000 euros, which may be increased to 50% of the sum invoiced or which should have been invoiced;
exclusion from public procurement contracts for up to 5 years.

If the tax authorities find :

serious breaches, it may call into question your right to deduct VAT, and issue a tax adjustment;
that you are using software that is not certified to prevent VAT fraud when you are obliged to do so, you risk a €7,500 fine.