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

By Nathalie Pouillard

Published: 17 October 2024

How do you create an invoice if you are a self-employed entrepreneur (micro-business) or a very small business? You can publish an invoice online free of charge on a website, 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 unpaid reminders, 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 any mistakes:

See all software Billing and Invoicing

Examples and templates of free invoices to print

Example of an invoice without VAT

Every auto-entrepreneur starts with an invoice that doesn't include VAT. Here is an example of a VAT-free invoice for a self-employed entrepreneur:

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 you produce a proper invoice?

French legislation requires all types of entrepreneur to comply with invoicing rules. As a self-employed entrepreneur or a very small business, you need to produce invoices that comply with these rules, because they serve as proof in the event of an audit by the authorities. Follow the guide...

Invoicing with or without VAT: the rules for self-employed entrepreneurs

All self-employed entrepreneurs and micro-businesses start their business with a basic VAT exemption.

If this is the case for you, you must write on the invoice: "VAT not applicable, article 293B of the General Tax Code".

Mandatory information on an invoice

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

the invoice number ;
the date on which the invoice was issued - this is important to ensure that payment deadlines are respected;
the agreed payment period: on receipt of invoice or 30 days, or in stages depending on the negotiations. 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 issuer of the invoice, with contact details: the seller's business name, full address, SIRET or SIREN number, company registration number ("RCS", registration number and name of town);
the status of the seller: member of an approved management centre, manager, franchisee, etc. ;
the VAT or intra-Community VAT number for activities subject to VAT, or the words "TVA non applicable, art. 293B du CGI" for activities not subject to VAT;
the recipient of the invoice: full name of the client company, address, telephone number, email address;
the customer's delivery address in the case of the sale of products, and if the delivery address is different;
the precise name of the service or products sold, specifying the 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 amount of the deposit if it is a deposit invoice;
a reminder of the deposit paid, if applicable, specifying the amount before and after tax;
the rate of a discount, its amount before and including VAT, if applicable;
the currency indicated in euros;
the means of payment accepted;
your general terms and conditions of sale.

Invoice errors: cancellation or correction

If you make a mistake on your invoice or decide to grant a discount (or credit note) on an invoice that has already been issued, you can cancel the invoice or rectify it, but you are not entitled to delete it: your accounts must not contain 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 note 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 excluding VAT).

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

if your VAT-registered customer wishes to reclaim VAT: you must indicate the amount excluding VAT 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".

Customers do not have the right to rectify an invoice themselves; it is up to the supplier to do so.

How do I create a free online invoice?

Tools for creating a free online invoice

You can create a free invoice online : several websites or 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 penny. On the other hand, you do have to re-enter all the information and most of the compulsory details each time you issue an invoice.

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 it cannot be customised in your company's colours.

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 are looking for free invoice software , such as Kafeo, you should consider the following disadvantages.

There may be hidden costs to take advantage of :

certain more advanced functions
maintenance
updates,
storage space, etc.

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

Penalties and fines in the event of irregularity

If you forget to include the compulsory information , the invoice will be non-compliant and the penalty will be criminal. 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 contracts for up to 5 years.

If the tax authorities find :

serious breaches, it may call into question the right to deduct VAT, and make a tax adjustment;
that you are using software that is not certified to prevent VAT fraud when you are obliged to do so, you could be fined €7,500.