A transaction rarely ends when you deliver: the real "end point" is when the money arrives in your account. And, in most cases, everything goes through a simple medium: the invoice.
The purpose of this guide: to help you issue an invoice clear, legible sales figures that are easy for any accounting department to process. You will also be able to download this invoice template and adapt it to your business (wholesale, retail, store, service provision) in the format that suits you: DOC, XLS, Google Docs or Google Sheets.
With a tool like Djaboo, you can send your invoices, track payments, and receive alerts for pending invoices, without multiplying spreadsheets.
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
A sales invoice is the document you provide after selling products or services. It summarizes what was delivered, the agreed price, applicable taxes, and the payment terms. In France, it also serves as proof: it's useful if a customer disputes a quantity, price, or date.
The idea is not to write a novel. A properly drawn-up invoice is above all a short, precise, and standardized document.
An invoice template is a template: you customize it once, then duplicate it for each new transaction. It's the easiest way to create an invoice without starting from scratch.
An invoice in DOC format (or in Google Docs) is perfect for a clean presentation: header, clear sections, basic table. It's a good choice if you want a professional look without any complexity.
An Excel (or Google Sheets) template quickly becomes indispensable when you have multiple items: automatic calculations, totals, discounts, taxes. You save time and reduce errors.
Once your document is ready, export it as a PDF before sending. It's stable, printable, and the layout won't change, even if your client opens the file in another tool.
To prevent a customer invoice from being returned or put "on hold", keep this essential information:
You can add a useful element from the invoice for reconciliation: purchase order, project reference, or internal code. In B2B, this often speeds up processing.
The invoice number must be unique. Invoice numbering must be continuous and logical (without "odd" gaps or duplicates).
Examples:
This point is both practical (you can find a file in 10 seconds) and useful for staying in line with your obligations under the Commercial Code.
Your invoice must reflect your tax status. Two common scenarios:
Enter the amounts excluding VAT, the rate, then the total including VAT. This is the basis for proper accounting.
Use a VAT-free invoice template and add the relevant statement for your situation (reference to the French General Tax Code). The goal is simple: to avoid any issues on the customer's end and ensure the accuracy of your tax returns.
Tip: If you have any legal doubts, clarify once and for all with your accountant, then keep the same structure.
The heart of this support is the table. For each position, maintain a stable structure:
If you offer a discount, display it clearly. If you collect a deposit, separate it from the balance: your customer will immediately understand what they are paying today and what remains.
You don't need three different templates. The same file works, but the level of information changes.
Basically, we're waiting for references, batch numbers, and sometimes delivery conditions. Include the order reference if it exists: it's one of the number one causes of delays when it's missing.
In retail, keep it simple: one item per product, one volume, one price, one total. Clarity is your best sales tool.
For a store invoice, you can add a short note: return policy, store contact information, or order reminder. Keep the page concise: the goal is for your customer to approve it quickly.
Here is a process that works in 95% of cases:
You can then archive the source file and keep the version you sent. This is useful in case of an audit or a request for a duplicate.
Sending by email is fast, but the subject line makes a huge difference. An effective format: “Invoice 2026-014 – due date 15/02/2026 – Client X”.
Attach the file and include your contact information in the message. If the invoice goes into the wrong mailbox, it "disappears." A clean document saves time.
If you invoice frequently, your focus isn't on formatting, it's on management. The goal is to be able to create a new invoice in two minutes, generate invoices for each order, and then easily retrieve the history. A good practice is to keep one folder per client, one source file (DOC/XLS/Docs/Sheets), and one copy of the invoice sent. With an invoicing tool, you also centralize invoices, received payments, and associated files.
If you have recurring transactions (subscription, maintenance, monthly billing), you can save a lot of time with:
The main advantage is the management: alerts, tracking, history, and invoice creation in just a few clicks. You also avoid having to edit ten files manually.
Adjustments happen: product return, pricing error, option added after the fact.
The idea is to keep a clear record and avoid "tampering" with the old file: you keep a clean history.
Before sending, check:
If you need to modify an invoice that has already been sent, create a new invoice: keep the previous version and briefly explain the change. This avoids confusion.
Easy structure:
Then: subtotal, VAT or without VAT, total to pay, payment deadline, terms.
If you're using a self-employed invoice template, you maintain the same logic: a clear format, numbering, and legible line items. The adjustments mainly concern tax matters (VAT or not) and how you describe the service.
Yes. Creating an invoice template in DOC, XLS, or Google Docs/Sheets is a good starting point. Just be sure to include the required information and maintain consistent numbering.
Keep a record of the outstanding invoice. Follow up after the due date, reminding them of the invoice number and amount. An invoicing tool makes follow-up easier if you have many clients.
Yes. It proves the transaction and can be used in case of non-payment. Keep your business documents.
A good invoice is one that is quickly validated. By using an invoice template (DOC, Excel invoice template, Google Docs/Sheets) and sending a final file, you simplify payment, secure your accounting, and save time on every transaction.
