Invoice: definition, information, obligations... our overview!

The invoice is more than just an accounting document, it is a document subject to precise rules, with a dual purpose - accounting and commercial. Personalised and bearing your brand logo, it plays a particularly important role in customer relations. You should also be aware of the compulsory information that must be included on your invoices if they are to be 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, you'll find a free invoice template you can download to get you off to a good start!

See all software Billing and Invoicing

How do I create an invoice manually?

An invoice is an electronic or paper document that records a sale of services or products by a legal entity (self-employed entrepreneur, company, association) to another legal structure or individual.

It is issued in duplicate when the contract is fulfilled, when the product is delivered or the service is completed.

Here are the legal details you need to know if you want to issue a proper invoice :

Mandatory information

• The date of issue of the invoice, the date of sale of the product or of completion of the service;
  
• Invoice number and purchase order number, if applicable;
  
• Identification of the purchaser : name, address, invoicing address (if different), VAT identification number (for invoices over €150 excluding VAT);
  
• The seller 's identification as follows:
  • self-employed : surname, first name and business name,
  • company: company name, Siren, NAF code, legal form and amount of share capital,
  • trader : RCS registration number and town of registration office,
  • craftsman : Siren and Répertoire des métiers numbers, and registration department,
  • in addition to the registered office address;
    
• Description of the product or service: precise description, details of 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 details are also mandatory:

• the terms of payment, including the due date,
• the rate of late payment penalties
• the fixed recovery indemnity for 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 General Tax Code".

The invoice number

The invoice number is unique and must appear in a continuous, unbroken chronological sequence. 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 the year and month: 2019-XX or 2019-01-XX.

Specific features of electronic invoicing

A dematerialised invoice, or electronic invoice, can legally replace a paper invoice in the following two cases:

👉 The invoice is drawn up 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 data that can be interpreted electronically.

Here are some important points to bear in mind

• the authenticity of the origin and the completeness of the content must be guaranteed: storage services or electronic safes ensure that your invoices are archived and kept in accordance with the law;
• the signature on these documents must comply with the standards in force: electronic signature software with legal value enables you to guarantee the integrity of your invoices, such as oodrive_sign or YouSign.

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, allows you to keep your accounting documents in PDF or JPEG format (which cannot be modified). You can archive your invoices in an editable format such as XML, as long as it complies with the EDI (electronic data interchange) standard.

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 personalised documents.

Create an online invoice with the right tool

Free online invoicing software?

As an entrepreneur, craftsman or self-employed person, the budget you devote to invoicing is sometimes limited. What software is available for free online invoicing? There are tools available with a free or very low-cost minimum version:

• Henrri enables small businesses (entrepreneurs, VSEs, SMEs) to create and manage their invoices easily (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 email.

If you want to do away with Excel for managing your invoices, free estimate-invoice software is ideal for making this transition: with its upgradeable features, the transition to the next gear is a smooth one. The basic package may be just what you need at first, but if your needs change, you're free to opt for additional modules.

Choose subscription-based invoicing software

Opting for a more comprehensive solution that is tailored to your specific needs will enable you to increase productivity and protect you against any encoding or calculation errors, all at a very attractive price. Here is our selection of software:

Axonaut, easy and complete invoicing

Axonaut is a comprehensive software package that automates your invoicing. In particular, it includes payment management, tracking of your payments and management of your subscriptions and forecast invoices, which can be configured from the platform. Integrating a CRM, the solution offers you more comprehensive administrative and commercial management.

Why choose Axonaut Invoicing?

• faster payments thanks to a partnership with Stripe and GoCardless,
• automatic notifications when your quotes and invoices are due,
• high-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 recurring invoicing and collection of unpaid bills. Invoice management goes hand in hand with sales process automation, with integrated lead management and sales proposal tracking. Your sales management is made easier and your cash flow rigorously monitored.

Why choose EasyFact?

• a solution that can be fully modulated and customised for your company,
• shared dashboards showing project information, including quotes, invoices and expenses,
• more than just invoice printing, a genuine CRM for managing your customers and accelerating the development of your business.

Evoliz, invoicing made fun

Designed specifically for very small businesses, Evoliz software is suitable for all invoicing and sales management operations. As well as issuing and tracking invoices, quotes, delivery notes and credit notes, the tool offers a host of other services, including expense claim management without data entry, automatic conversion of invoices into accounting entries, etc., right through to full management and forecasting analyses for your business.

Why choose Evoliz?

• all-in-one operation, centralising the management of all your activities,
• Scalable rates tailored to your needs and budgets,
• carefully designed 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 personalise your invoices. As well as invoicing, all your accounting is automated, so you don't have to do any 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.),
• support tailored to your needs by experts.

See all software Billing and Invoicing

Editing invoices made easy

Invoices need to be carefully edited and created, and you need to keep up to date with 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 printing to archiving, including secure payment, such as direct debit. This frees up valuable time for you to develop your business, while guaranteeing that your documents are compliant. As an added bonus, you'll leave your customers with a positive, professional impression.

Have you chosen your estimating and invoicing software to simplify your work?