Creating an invoice requires following a specific structure: identification of the parties, invoice number, date, description of the product or service, price, VAT, and payment terms. This guide details each step to create a compliant invoice, from the initial quote to sending, with a template to follow and common mistakes to avoid.
Why create your own invoice?
A poorly drafted document can be rejected by the client, delay payment, or expose the company to a fine if a mandatory detail is missing. Doing it right from the first submission avoids these problems and projects a professional image for your business.
Invoice, quote and pro forma invoice: the differences
Before creating an invoice, it's important to distinguish between the different documents. The sales proposal precedes the client's agreement. A pro forma invoice resembles a standard invoice but has no accounting value: it's primarily used for export or to request a deposit. It becomes legally binding once issued and must comply with applicable regulations.
What an invoice must contain
To create a compliant invoice, refer to the complete list of mandatory information on an invoice Seller and customer identity, number, date, description, price, tax, payment terms. Omitting any information renders the document contestable.
Create an invoice, phase by phase
Here is the method for creating an invoice, from a blank template to the final document.
1. Choose an invoice template
To create an invoice, start with an existing template rather than a blank page. An invoice template in Word or PDF format already includes the expected structure: header, contact information, itemized list, and total. A free template is suitable for getting started, but quickly becomes limited if your business grows.
2. Provide the identity of the parties
Provide your company name, address, and SIREN number, as well as the client's information. This step is crucial for the entire invoice: an error in the address or company name may result in the invoice being rejected.
3. Add the number and date
Each invoice must have a unique number, following a chronological sequence, with its own issue date. Never skip a number: the continuity of the sequence is verified in the event of an audit.
4. Describe the product or service in detail
For each item, indicate the product or service description, quantity, unit price excluding tax, and applicable VAT rate. Add any applicable discount, and specify the general terms and conditions of sale if necessary.
5. Calculate the amounts and the VAT
Once the items have been added, calculate the total excluding tax, the VAT rate per item, and then the total including tax payable. Verify that each total corresponds to the sum of the items before submitting.
6. Specify the payment terms and send
Specify the due date and any late payment penalties. Then send the invoice by email in PDF format, or via a platform if your business uses electronic invoicing.
The different types of invoices
Not every company issues the same type of invoice, depending on the situation. Understanding these variations helps in choosing the right format from the outset, rather than having to correct it afterward.
Standard invoice and advance payment invoice
A standard invoice covers the entire cost of a sale of goods or services. A deposit invoice, on the other hand, formalizes a partial payment requested before work begins: it specifies the amount paid, and a final invoice is then issued to complete the transaction. This type of invoice is common for long-term projects or large orders.
Pro forma invoice and quote
A pro forma invoice is primarily used for international transactions or to support a financing request: it looks like an invoice but has no accounting or tax implications. A proposal, on the other hand, precedes the invoice and commits the professional to a price, without obligating the client to pay until it is signed.
Invoice between professionals and invoice to individuals
Between professionals, it is always mandatory, regardless of the price. When dealing with a private individual, the requirement starts at €25, or upon request. In both cases, the company name and contact details must remain accurate on each copy.
Best practices for managing your invoices
Beyond the initial setup, managing your invoices on a daily basis requires a minimum of organization. Here are the key points for a business or freelance professional.
Ensure simple follow-up
File each invoice in a folder by month or by client, with a clear file name. A simple spreadsheet will suffice initially to track your payments, before upgrading to a dedicated tool if the volume increases.
Respect the deadlines and format
Send the invoice on the same day as the delivery or completion of the service: the shorter the timeframe, the faster the client will pay. Choose a legible file format (PDF preferred), and always keep a copy for your accounting records.
Keep your invoices for accounting purposes
For storage purposes, allow ten years. This requirement applies to both invoices issued and those received from suppliers. A good invoicing tool automatically archives each invoice, simplifying your accounting work at the end of the fiscal year.
Common mistakes to avoid
The most common mistakes are forgetting to include information, miscalculating the VAT, or sending everything without proofreading. A customer who receives an inaccuracy is likely to dispute it, which delays payment. Take the time to check everything before sending: amount, quantity, address, and customer contact information.
Billing and customer service: what you need to know
Every transaction establishes a relationship with your client. A professional who prepares a clear invoice, with a complete breakdown of products or services, facilitates the work of both their own accounting department and the client's. An item sold without a specified quantity, a missing delivery address, or an incorrectly stated discount are frequent causes of disputes.
Franchise invoicing and tax regime
Your company's tax status directly influences the content of your invoice. For franchisees, the invoice does not include VAT, but it must still comply with all other regulations. Tax Code frames these obligations, regardless of your legal status.
Invoice and general terms and conditions of sale
Referring customers to your general terms and conditions of sale protects your business in the event of a commercial dispute. Specify deadlines, penalties, and possible solutions for late payments to cover common situations without repeating them.
Finally, a well-designed invoice also serves as a marketing tool: logo, personalized layout, and clearly displayed contact information. This strengthens customer trust and facilitates future contracts, while still complying with legal requirements.
Use an invoice template that is appropriate for your business.
Every business has different template needs: a craftsman might need a simple template with just a few lines, while a service company often invoices for multiple services on a single document. Start with a free template, then adapt it as you grow.
Also consider including space for a logo or signature if your industry requires it. For example, a service invoice often includes a line item for each day worked, which facilitates tracking, with a total at the bottom. A product sales invoice typically details each item, its quantity, and its price—another useful example to keep in mind.
Invoice, delivery and order
When the invoice follows an order, indicate the date of sale and, if necessary, a delivery address separate from the billing address. The seller remains responsible for the invoice's accuracy until it is sent, even if the customer's account changes in the meantime.
What invoicing actually brings to your business
Effective invoicing isn't just about getting paid. It also provides a clear picture of your business: which services are most profitable, which clients pay on time, and where the main outstanding balances lie. This is especially important for a professional starting out.
The General Tax Code sets out the tax rules that invoices must comply with, but their application is often straightforward once the template is in place. Using the same type of invoice for each similar situation saves time: for each new sale, you simply adjust the details and the amount, without starting from scratch.
Invoices also serve to prepare for the future
Each invoice issued builds a valuable history for your forecasts. Easily reusing a previous example as a basis for a similar service saves precious time every day. This is one of the most compelling reasons to switch from a Word template to a dedicated invoicing tool.
Finally, keep the most important thing in mind: the invoice must remain legible, complete, and easy to find. Billing software helps maintain all these requirements without any particular effort on your part.
According to the Directorate General for EnterprisesAn invoice between professionals remains mandatory regardless of the transaction amount. Details of the applicable rules for your business are also available on [website/platform name]. service-public.frwhich specifies the legal payment deadlines and penalties for late payment. For the electronic invoicing section, see impots.gouv.fr, which details the schedule by company size.
Create an invoice with Djaboo
Djaboo It allows you to generate an invoice in just a few clicks, from a quote or a customizable template. All required information is automatically pre-filled.
Before/after with Djaboo
before: You write each invoice in a Word or Excel template, you copy the customer's details by hand, and you recalculate the VAT at each item. Next, with Djaboo: You select the client, add your products or services, and the document is generated with the correct VAT calculation and the correct number.
How does it work in practice?
You enter your client's information once, and then each new invoice automatically uses their details. You add your products, Djaboo calculates the total, VAT, and the price including tax, and then you send the invoice directly by email from within the tool.
Reinsurance
Your invoices remain archived and accessible at any time. Djaboo respects the legal numbering sequence, manages electronic invoicing if your business is concerned, and the support team can help you customize your template.
Djaboo compared to a Word or Excel template
| Criterion | Word/Excel Template | Djaboo |
| Generate an invoice | Manual, position by position | Automatic from a quote |
| VAT calculation | Manual, risk of error | Automatic |
| numbering | To follow oneself | Automatically generated sequence |
| Electronic invoice | No | Yes |
Another useful tip for everyday use: adding an online payment link next to the amount due often speeds up payment, especially for small services. This list of best practices isn't mandatory, but each element helps reduce the average payment processing time, day after day.
One last concrete example: for a business that charges based on its seasonal nature (events, crafts), having a template specific to each type of service avoids having to rebuild everything for each order. The amount, the sale date, and the details change, but the structure remains the same.
From a legal standpoint, an invoice proves the existence of a transaction, even in the event of a dispute. As such, it contains information that binds both parties and serves as a reference in case of an audit. A free template may suffice to start a small business, but keep in mind that each element listed above remains essential, regardless of the price charged.
Explore more!
Find the full context of the reform in our guide on the electronic invoice, or save time with a free invoice template already compliant.
Frequently Asked Questions about Invoice Creation
Does an invoice need to be signed? No, a signature is not a mandatory requirement, except in a specific contract binding the parties.
How long should you keep your invoices? Ten years, both for the invoice issued and for the one received, within the framework of the company's accounting.
How to get a free invoice? With a Word or Excel template, or an online tool offering a free trial like Djaboo.
What is the difference between an invoice and a pro forma invoice? The pro forma invoice has no accounting value: it announces a price before the final document, which alone is legally binding.
Do you need software to remain compliant? No, a properly completed form is legally sufficient, but billing software reduces the risk of errors and omissions.
How do I number my documents? Use a continuous chronological sequence, without breaks or duplicates, for the entire year.
Can an invoice be issued without VAT? Yes, in basic exemption, the document indicates "VAT not applicable, article 293 B of the CGI" and does not include a rate.
How to automate a recurring invoice? Software like Djaboo allows you to create a template once, then automatically reuse it every month for the same client.
Read also : the difference between an invoice and a bill.
