Invoices: definition, indications, obligations... our overview!
The invoice is more than just an accounting document. It's a document governed by precise rules, with a dual purpose: accounting and sales. Personalized and bearing your brand logo, it plays a particularly important role in customer relations. You also need to be aware of the obligatory information to be included on your invoices to ensure they are valid.
How do you draw up an invoice? What are your legal obligations as a professional when it comes to invoicing? Here's a summary of what you need to know about invoicing, from drawing up a proper invoice to managing your documents. As a bonus, we've included a free invoice template for you to download, so you can get started on the right foot!
How do I create an invoice manually?
An invoice is an electronic or paper document that records the sale of products or services by a legal entity (self-employed entrepreneur, company, association) to another legal entity or individual.
It is issued in duplicate when the contract is fulfilled, i.e. when the product is delivered or the service completed.
Here are the legal details you need to know in order to issue a proper invoice :
Mandatory information
- Invoice issue date, the date of sale of the product or completion of the service;
- Invoice number and purchase order number, if applicable;
- Buyer identification: name, address, invoicing address (if different), VAT identification number (for invoices over €150 excl. VAT);
- Seller identification as follows:
- self-employed : surname, first name and business name,
- company: company name, Siren, NAF code, legal form and amount of share capital,
- merchant : RCS registration number and city of registry office,
- craftsman : Siren and Répertoire des métiers numbers, and registration department,
- in addition to registered office address;
- Description of product or service: precise description, quantity and price;
- Invoice amount and VAT: unit price or hourly rate excluding VAT, legally applicable VAT rate, amount of VAT due, total amounts payable excluding and including VAT.
▶︎ For all invoices sent to professionals, the following information is also mandatory:
- terms of payment, including due date,
- the rate of late payment penalties,
- the flat-rate collection fee in the event of late payment.
▶︎ For self-employed entrepreneurs who do not charge VAT, the following statement must be added: "VAT not applicable in accordance with article 293 B of the CGI".
The invoice number
The invoice number is unique and must follow a continuous sequence, chronologically and without interruption. It must appear on every page of the document.
For example: invoice 01, 02, 03, etc. or with a prefix based on the year or year and month: 2019-XX or 2019-01-XX.
The specifics of electronic invoicing
A dematerialized invoice, or electronic invoice, can legally replace a paper invoice in the following two cases:
👉 The invoice is issued in a non-editable electronic format, such as PDF or JPEG. Invoice versions created directly in spreadsheets or text documents should not be used, as they can be modified.
👉 The invoice is drawn up in a format that complies with the EDI (electronic data interchange) standard , XML or other similar formats with computer-interpretable data.
Here are a few important points to bear in mind:
- the authenticity of the origin and completeness of the content must be guaranteed: storage services or electronic safes ensure that your invoices are archived and kept in compliance with the law;
- the signature of these documents must meet current standards: legally valid electronic signature software such as oodrive_sign or YouSign can guarantee the integrity of your invoices.
ℹ️ Like paper documents, electronic invoices must be kept for 10 years (article L 123-22 of the French Commercial Code), as accounting vouchers.
A storage space with legal value, such as LegalBox or iExtranet, enables you to keep your accounting documents in PDF or JPEG format (unmodifiable). You can also archive your invoices in editable formats such as XML, provided they comply with EDI (electronic data interchange) standards.
Invoice: downloadable template
Would you like a ready-to-use sample invoice? If you want to continue or start your monthly invoicing in Excel, appvizer offers you a free invoice template to print out:
You can build on this foundation and adapt it to create your own customized documents.
Online invoicing with the right tool
Free online invoicing software?
As a contractor, craftsman or self-employed entrepreneur, the budget you devote to invoicing is sometimes limited. What software is available for free online invoicing? There are a number of tools available with free or very low-cost minimum versions:
- Henrri enables small businesses (entrepreneurs, VSEs, SMEs) to easily create and manage invoices (quotes, invoices, credit notes, etc.);
- Zervant is ideal for very small businesses, allowing you to create estimates and invoices with an unlimited number of documents, to be sent on paper or by e-mail.
If you want to manage your invoices without Excel, a free estimate-invoice software package is ideal for making the transition: with scalable functionalities, the transition to the next gear is a smooth one. The basic package may be just what you need at first, but as your needs evolve, you're free to opt for add-on modules.
Choose subscription-based invoicing software
Opting for a more comprehensive solution tailored to your specific needs will boost your productivity and protect you against possible encoding or calculation errors, all at a very attractive price. Here's our software selection:
Axonaut, for easy, comprehensive invoicing
Axonaut is a comprehensive software package that automates your invoicing. It includes payment management, payment tracking, subscription management and invoice forecasting, all of which can be configured from the platform. Integrating a CRM, the solution offers more comprehensive administrative and commercial management.
Why choose Axonaut Facturation?
- faster payments thanks to a partnership with Stripe and GoCardless,
- automatic notifications when your quotes and invoices are due,
- top-quality customer service.
EasyFact, more than just invoicing
With EasyFact, you can edit your invoices, quotes and sales proposals, and manage the entire invoicing chain, including recurrent invoicing and collection of unpaid bills. Invoice management goes hand in hand with sales process automation, with integrated lead management and sales proposal tracking. This facilitates your sales management, and your cash flow is rigorously monitored.
Why choose EasyFact?
- a fully modular solution that can be customized for your company,
- shared dashboards displaying project information, including quotes, invoices and expenses,
- more than just invoice processing, a true CRM to manage your customers and accelerate your business development.
Evoliz, invoicing made fun
Specially designed for small businesses, Evoliz is ideal for all invoicing and sales management operations. In addition to editing and tracking invoices, quotes, delivery notes and credit notes, the tool offers a host of other services, from expense report management without data entry, automatic conversion of invoices into accounting entries, etc., right through to complete management and forecasting analyses for your company.
Why choose Evoliz?
- all-in-one operation, centralizing the management of all your activities,
- scalable pricing to suit your needs and budget,
- carefully thought-out ergonomics and ease of implementation and use.
Wity, your invoicing managed by an online chartered accountant
Wity is an online invoicing management tool that includes all the features you'd expect, including recurring invoicing, automatic VAT management, management of discounts, credit notes and deposits, and the ability to personalize your invoices. In addition to invoicing, your entire accounting system is automated, saving you from manual data entry. The bonus? Support from a dedicated chartered accountant.
Why choose Wity?
- a customer area containing all your company's performance indicators,
- a wide choice of over 300 connectors for your accounting (including EDF, La Poste, Ameli, etc.),
- expert support tailored to your needs.
Invoice editing made easy
Invoices need to be carefully edited and created, and you need to be aware of the associated procedures (formatting, sending, signing, discounting, payment and reminders, to name but a few).
Using an online invoicingtool meansyou can easily create and manage quotes and invoices, from editing to archiving, including secure payment, such as direct debit. This frees up valuable time for your business development, while guaranteeing the conformity of your documents. As an added bonus, you leave your customers with a positive, professional impression.
And you, have you chosen your quotation-invoicing software to simplify your work?