Summary

In this guide, I will show you:

• what is the purpose of a bill of purchase (and when it becomes truly useful),
• what you absolutely must put in it (the mandatory information),
• how to do it in PDF Format, sous Excel, or via a tool online invoice,
• What types exist (pro forma invoice, final invoice, overdue invoice…)?
• and how to save time with a invoice generator (without sacrificing compliance).

Bonus: we built this content using a list of keywords from a Dokey export, to match what people are actually looking for.

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1082 votes)

💡 Did you know?

With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎

Reviews

5 / 5 - (1082 votes)

Download your free purchase invoice template

Looking free invoice template To fill out in 2 minutes, with a clean and professional structure? That's exactly the idea.

• Invoice template ready to use
• Easy to customize (logo, colours, font, information)
• Available PDF et Excel (and therefore printable/archivable)

The objective: a customer invoice Perfect, your buyer understands it immediately… and your accounting department loves it.

Purchase invoice: what is it really used for?

A billing Proper is not just "paperwork to look serious". A purchase invoice serves as proof of transaction : who sold what, to whom, when, and for what amount.

Specifically, it helps to:

• draw a Selling and avoid disputes (“I never received it”, “it wasn’t that price”),
• simplify the management accounting and tax matters,
• follow the receipt of invoice and payment ,
• to make the cash flow more transparent,
• professionalize your relationship client.

And most importantly: it saves you money timeBecause chasing up a hastily prepared invoice quickly becomes more expensive than 10 minutes of careful attention.

Mandatory information in France: what your document must contain

If you want a invoice issued clean (and avoid going back and forth), your document must be complete.

Here are the blocks to include, very simply:

1) Your information (seller)

• Name / company name (evolve ou auto entrepreneur)
• Address
• Identifiers (depending on your status)
• Your Contact Details

2) Buyer information

• Name / company name of client (individual or client company)
• Address (if you have it, that's better)

3) Invoice information

• Invoice issue date
• Bill number (one numbering of invoices (consistent)
• Details of what you are selling: products or services, amount, description

4) The amounts

• Unit price
• Total
• If applicable: VATrates, amounts
• If not applicable: type statement “VAT not applicable” (useful for a VAT-free invoice template)

On Djaboo, creating an invoice follows this logic: customer information, payment methods, auto number, item lines, etc.

Invoice numbering: the small rule that avoids big problems

La numbering of invoices It must be logical and chronological. There's no need to make it complicated, but it must be consistent: no deliberate gaps, no duplicates, and a progression over time.

In the Djaboo documentation, it is clearly stated: the numbers must follow a chronological order (ex: an invoice from July 5th must have a number higher than an invoice from February 2nd).

Simple tip: use a prefix (e.g., FA-2026-) + increment (0001, 0002…). And let your tool handle it.

PDF format and PDF invoices: the "clean" and universal choice

Le PDF Format It has two enormous advantages:

1. Anyone can open it (without breaking the layout),
2. It's easy to print and archive.

When you send an invoice as a PDF, you reduce "I can't open it" messages and copying errors. And from the client's perspective, it's clearer: an invoice is a fixed document, not a spreadsheet to be modified.

Excel: useful if you manage a lot of rows (but beware of errors)

A model under ExcelThat's great if you have:

• many articles,
• calculations (discounts, totals, VAT),
• repeat sales.

The pitfall? Copying and pasting, broken formulas, forgotten amounts, or a date that jumps out. So if you're sticking with Excel, lock your template and keep your procedure simple.

Creating a purchase invoice: the 10-step method (simple, effective)

Here's a "hands-on" version, without the fluff, for create an invoice own :

1. Download a purchase invoice template
2. Add your identity (name, address, contact)
3. Add the logo (if you have one)
4. Fill in the client (name + useful information)
5. Add the data and invoice issue date
6. Fill in the invoice number
7. Add your lines: product/service, description, amount, price
8. Calculate the total (with or without VAT)
9. Add it payment deadline and the conditions
10. Save, then send an invoice in PDF

On Djaboo, creation also follows this path: you choose the client, the information is filled in, you add items, then you save.

Example of a purchase invoice: a concrete case (sale to an individual)

Imagine: you are a micro-entrepreneur, you sell a refurbished computer to an individual.

Your invoice will contain:

• Seller: you (self-employed), name + address
• Buyer: name of the individual
• Line: “Refurbished laptop, model X”, quantity 1
• Price: 650 €
• If you are a franchisee: mention VAT not applicable (therefore close to a VAT-free invoice template)
• Conditions: immediate payment, or payment within 7 days

Result: the customer can "file" the invoice, you can prove the sale, and you sleep soundly.

Payment deadlines: avoid ambiguity (and disputes)

Le payment deadline It must be written down. Even if it's "cash payment". Even if you think it will go smoothly.

Simple examples:

• Payment upon receipt
• Payment within 7 days
• Payment within 30 days

And if you need to follow up, you have a clear basis for "settling this bill" without playing ping-pong.

Pro forma invoice, final invoice, overdue invoice: the types you need to know

Depending on your situation, you may encounter several formats:

Proforma invoice

A proforma invoice It resembles an invoice, but primarily serves as a "preliminary" document (before payment/before delivery). Useful if the client wants a written document before paying.

Final invoice

La final invoiceThis is the official invoice after delivery or completion.

Overdue invoices and unpaid invoices

A outstanding invoiceThis is an invoice that has not been paid after the due date. At this stage, you move on to reminders, follow-up, and possibly penalties (depending on your policy).

Recurring invoice

If you bill monthly, a recurring bill This saves you from having to do the same thing 12 times. Djaboo also explains how to automate this type of billing via a dedicated configuration.

Electronic invoicing and invoice dematerialization: why everyone is adopting it

La electronic invoice and dematerialization of invoicesThis is not just a fad: it's a more reliable way to manage your invoices, especially when you start sending a lot of them.

The tangible benefits:

• fewer data entry errors,
• improved tracking (invoice sent, received, paid),
• clean archiving,
• best compliance of your invoices in time.

Generating an online invoice: when a tool truly changes the game

Beyond a certain volume, the “Word/Excel + copy-paste” model becomes a dangerous sport.

Un tool or a invoice generatorThis allows you to:

• generate an invoice quickly,
• secure the numbering,
• standardize your mentions,
• Send with one click.
• follow the payment of your bills.

Djaboo specifically emphasizes automation to avoid errors and save time on editing.

Quick checklist: Is your purchase invoice “OK”?

Before sending:

• Le invoice number Is it consistent?
• La invoice issue date Is she present?
• The news client Are they correct?
• The lines (product/service, amountAre the prices clear?
• Is the total correct (including VAT)?
• Le payment deadline Is it written?
• Is the PDF readable?

If yes: green light.

FAQ: Purchase Invoice Template

Is a purchase invoice mandatory?

It depends on the context and the status, but in practice, whenever you want a proper proof of sale, it's an excellent idea. And for a business, the invoice is a key document in your accounting.

Can I use a VAT-free invoice template?

Yes, if your situation warrants it (e.g., basic deductible). In that case, your VAT-free invoice template must include a clear statement indicating that VAT is not applicable.

PDF or Excel: which to choose?

• PDF : perfect for sending and archiving.
• Excel Practical for calculating and managing many lines, but more prone to errors. Ideally: use Excel to build the code, then export to PDF for sending.

How to avoid numbering errors?

The simplest solution is to use a tool that automatically increments and maintains chronological order. The Djaboo documentation emphasizes the importance of chronological numbering.

How to send an invoice and get paid faster?

Be clear: total, date, due date, payment methods. And send it as a PDF, with a simple message and a reminder of the deadline.

Conclusion: a good purchase invoice means peace of mind

A well-prepared purchase invoice is not "administrative work." It's proof, a safety net, and a cash flow accelerator.

If you want to keep it simple:

• take one free invoice template,
• maintain a stable structure.
• go to online invoice when the volume increases,
• and make PDF your standard.