Obligation to use invoicing software: we sort out the real from the fake!
With the arrival of the VAT anti-fraud law, which came into force on 1 January 2018, businesses have been asking themselves new questions, starting with these: is it legal to draw up invoices in Excel or do you need to use specific IT systems? And with the reform of electronic invoicing scheduled for 2026, the questions are multiplying!
Fortunately, Appvizer is here to help you make sense of this potential invoicing software obligation, because spoiler, things aren't quite that simple 🤔.
At the same time, we'll remind you that beyond legal compliance, such tools promise many other benefits 😉.
Definition of invoicing software
To start with, a quick reminder of what is meant by invoicing software.
It is a computer tool for businesses, the aim of which is to simplify the process of creating, sending and monitoring invoices. It incorporates a range of functions, such as
- drawing up estimates and converting them into invoices at the click of a button
- personalising documents in your corporate colours
- integrating customer and product data
- payment tracking ;
- automated reminders for unpaid invoices;
- online payment;
- report generation;
- recurring invoice management, etc.
☝️L The use of this software improves operational efficiency by reducing errors and payment delays, and above all by saving professionals time by automating many time-consuming tasks.
What's more, they provide an overview of the organisation's finances, enabling informed decision-making.
What are the requirements for invoicing software?
Invoicing software: compulsory or not?
So what about the anti-fraud law and invoicing software ? Is the latter ultimately compulsory?
The simple answer is no ❌.
You are under absolutely no obligation to use this type of device and are perfectly free to produce your invoices via:
- a paper invoice;
- an Excel-type spreadsheet;
- a word processor such as Word.
Other rules to be observed
However, there are many legal reasons why companies turn to computerised invoicing solutions.
Quite simply, they make it easier for you to stay on track and draw up perfectly compliant documents. In particular, they ensure that :
- make sure you don't leave out any legal information
- comply with the (sometimes complicated) rules for numbering invoices;
- send the invoice to the customer at the right time
- store documents correctly.
💡 Find out about all the best practices to be aware of in our article dedicated to the obligations and rules to follow for compliant invoices.
☝️ But beware, where the obligation to use certified invoicing software comes up again is when the device employed incorporates cash register or cash collection functions. Let's take a closer look.
What about the obligation to use cash register software?
It's important to remember that when we talk about compulsory software in the fight against VAT fraud, we're mainly talking about cash register solutions.
According to article 286-I-3° bis of the French General Tax Code, individuals or legal entities :
- subject to VAT ;
- carrying out supplies of goods and services not subject to invoicing and intended for private customers ;
- and if they use cash register software or a cash register system in the course of their business ;
are obliged to use cash register software or a cash register system that meets the following conditions:
- inalterability;
- security;
- storage;
- data archiving.
In other words, it is important that the device used for this purpose is certified.
There is often confusion between the obligation to use certified cash register software and the obligation to use a certified invoicing tool. However, we are dealing here with two different issues, since professionals who use cash register systems are often not required to invoice.
☝️ However, as mentioned above, if your solution includes functions for recording cash receipts, as is the case for many platforms on the market, then you are concerned by these requirements.
What are the penalties for non-compliance?
In some cases, certification of your invoicing/collection software may be required.
In the event of an inspection by the tax authorities, a certificate from the software publisher must be provided.
Otherwise, the companies concerned risk a fine of €7,500 for each system involved. And if after 60 days they have still not produced the famous certificate, then the penalty applies again... and that hurts the wallet 😱!
E-invoicing reform and invoicing software
A reminder of the obligations associated with electronic invoicing
Obviously, all this questioning about the obligation to use invoicing software is also a result of the fast-approaching arrival of e-invoicing reform. This will affect all organisations engaged in B2B activities and subject to VAT.
📆 Reminder of the timetable:
- 1 September 2026: obligation for all businesses to accept invoices in electronic format;
- 1 September 2026: obligation for large companies and ETIs to issue invoices in electronic format;
- 1 January 2027: obligation to issue invoices in electronic format for VSEs and SMEs.
💡 To find out more about this reform, read our article dedicated to the B2B electronic invoicing obligation.
Will it be compulsory to use invoicing software?
Once again, the answer is no ❌.
In fact, professionals affected by the e-invoicing reform will have the option of using a free tool made available by the State: the Portail Public de Facturation, or PPF. Similar to the current Chorus Pro dedicated to businesses working with the public sector, it will be used to file, consult and manage documents.
💡 Note that two other systems will be introduced as part of the e-invoicing reform:
- the Partner Dematerialisation Platform (PDP) which, like the PPF, will make it possible to send and receive electronic invoices ;
- the Dematerialisation Operator(DO), who will act as an intermediary between the company and the Public Billing Portal or the Partner Dematerialisation Platform.
The 6 other advantages of invoicing software
But beyond the legal obligations, invoicing software has many other advantages. All the more so with the arrival of the e-invoicing reform, which will further increase the mental burden on professionals.
These benefits include 👉
Time savings
Time savings result from the automation of many tasks, automation that simply avoids time-consuming handling.
💡 For example, as soon as your customer and product details are entered into the system, there's no need to fill in all the fields on the invoice by hand. All the data can be imported at the click of a button!
Fewer errors
Automation saves time... but it also considerably reduces the risk of errors! For example, by automatically calculating amounts, applying the appropriate taxes and so on.
And this is all the more advantageous if you have to process a large volume of invoices.
A better analytical view
By centralising data within the software, you can easily gain valuable insights.
What's more, some software packages provide reports and other dashboards, which come in very handy when you need to make informed decisions 💡.
Tracking payments and reducing delays
Software allows you to easily track pending payments and send automatic reminders to customers if they are late, helping to improve your cash flow management.
There are even platforms that include the option of paying online, ensuring that your payments are received more quickly!
Improved customer relations
With an invoicing solution, there's no more need to produce home-made documents in Word or Excel.
You can now produce personalised invoices that look perfectly professional, boosting your customers' confidence.
Mobility and accessibility
Most invoicing tools are available in SaaS mode, i.e. directly online.
This means you can access your invoice information from any device connected to the Internet, and continue to manage your business even when you're away from the office (on business trips, for example).
How do you choose your invoicing software?
Convinced and ready to take the plunge and equip yourself with such a solution?
Well, there are plenty of invoicing tools on the market. As well as choosing invoicing software that is approved by the tax authorities, here are a few criteria to consider when making your choice:
- ✅ Functional coverage. This should cover all your specific needs, without turning the solution into a gas factory.
- ✅ Compatibility with your other management tools, such as your accounting software.
- ✅ Intuitive and quick to learn.
- ✅ Rates. Evaluate the different pricing options to find the one that promises the best return on investment. Note that it is also possible to use free invoicing software.
- ✅ Quality of customer support. They need to be as responsive and available as possible in the event of a problem.
- ✅ Scalability. It's worth looking to the future of your business and opting for a solution that can align with your billing requirements as your business grows.
🛠️ Software example:
One example is Sellsy Facturation, a made-in-France invoicing solution that has everything you need to satisfy the needs of VSEs and SMEs. It complies with the VAT anti-fraud law and includes all the functions you need to simplify your processes as much as possible: create invoices and quotes in just a few clicks, manage recurring invoicing, perform bank reconciliations, report on progress, and more. In addition, Sellsy prepares you for the reform of electronic invoicing by supporting the Factur-X format adopted by the tax authorities.
Obligation to use invoicing software: what does it mean?
At the end of the day, although it may seem like it, there is no requirement for companies to use invoicing software. Whether it's a question of complying with the law against VAT fraud or the reform of electronic invoicing, it is entirely possible to operate via other systems.
However, the confusion that may arise is mainly due to the fact that these tools greatly simplify compliance with the legal obligations incumbent on companies, if only by lightening their mental load. Less time spent on data entry, fewer errors, more professionalism... all in all, the real question to ask is not "Do I have to use invoicing software?", but rather "What are the reasons for doing without it?". Let's hear it 😉.
Article translated from French