When you work as a subcontractor, you often face two challenges simultaneously: delivering quality work (on time) and getting paid smoothly. The problem is that invoicing sometimes arrives haphazardly between projects, deliveries, or work packages. And that's where mistakes happen: a missing reference, an incorrectly presented amount, a forgotten due date… and then the invoice sits there pending.
The idea here is simple: to give you a structure of subcontracting invoice Claire, a guide for write an invoice Compliant, and with concrete examples (regular clients, multiple projects, building construction, service provision). All presented with an easy-to-follow method, whether you work in Word, Excel, Google Docs, or Google Sheets.
With a tool like Djaboo, you can send 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 😎
Yes, an invoice is for getting paid. But in subcontracting, it also serves to establish a framework of trust. Your client needs a document that summarizes the transaction: what was provided, in what context, at what price, over what period, and how to pay.
A well-written invoice allows you to:
And most importantly: it reduces payment delays, because it can be “validated” in one reading.
The most effective approach is to start with a simple template, with fixed fields. This saves time, prevents you from forgetting any information, and maintains a professional presentation.
It's basic, but it's exactly what the accountant expects.
The mandatory information They are not there to complicate your life. They mainly prevent the invoice from being rejected.
Without going into a full lesson, keep this in mind: before...issue an invoice, check that you have at least:
Simple tip: keep a blank invoice (your database) and always fill in the same fields, in the same order.
La invoice numbering It must be consistent and without any "odd" gaps. You can keep it very simple:
The goal isn't to be creative, it's to be retrievable. When a client tells you "send me the invoice," you have to produce it in 10 seconds.
This is an underestimated point. Many invoices get stuck because people don't know when or how to pay.
Be explicit:
If you manage regular clients, you can add a standard condition (e.g., payment within 15 days). And if you work with large clients, adapt to their deadlines, but keep track of them.
VAT can be a real issue, especially when alternating:
The practical rule: your amounts must be consistent and legible. If VAT is applied: display the pre-tax amount, the VAT amount, and the total amount including VAT. If VAT is not applied according to your situation: display the appropriate statement (CGI, as applicable).
If you're unsure, confirm your structure once with your accountant, then don't change it. Stability prevents mistakes.
In subcontracting, a quote and a contract are not a luxury. They protect both parties.
The result: when the invoice is issued, it doesn't come as a "surprise". It corresponds to a clearly established commercial agreement, and payment follows more easily.
You can create an invoice in several ways. The important thing is reliability.
Ideal for a clean and professional layout. You add your logo, your contact details, and you can quickly create an invoice.
Perfect when you have multiple lines, multiple projects, or calculations. Excel minimizes errors in the total, especially when adding batches, times, or costs.
PDF is often the best final format: stable, printable, and difficult to modify. Even if you create an invoice in Word or Excel, you then export it as a PDF for sending.
Here's a simple routine that works even when you're under pressure:
This process is intentionally “mechanical”. That's what saves you time.
The description is often the most ambiguous area… and the one that triggers back-and-forth. To invoice quickly, be clear.
You can also group them by month; it's often simpler for management.
The idea: one line = one identifiable action.
The construction bill is easier to accept when you separate labor and materials. And if a material is supplied, clearly state this.
La proforma invoice is useful when the customer needs a document before payment (or before delivery), but it is not yet a final invoice.
Typical cases:
It's a handy business tool, as long as you don't confuse it with the final invoice.
The electronic invoices are becoming increasingly common, especially in B2B. Without getting into the technical details, remember this: the more structured your document is (references, dates, lines, total), the more easily it integrates into the client's processes.
Even if you send a PDF by email, a well-structured invoice is already a step towards more modern management.
Unpaid invoices arrive, even when everything is done correctly. The goal is to remain factual and organized.
A simple method:
Keep a record: date sent, response, payment details provided. This protects you and speeds up resolution.
Here are the errors that most often block payment:
The solution: a stable model + a final checklist. It's simple, but incredibly effective.
A quick clarification (this avoids a lot of confusion on the client's side):
Knowing the difference between an invoice and other documents helps you manage customer requests (“can you make a pro forma?”, “we are waiting for the purchase order”, etc.).
You don't need a complicated system. You need a system that lasts.
With this, you maintain control over your cash flow, and you simplify your accountant's life.
Yes, if you have few rows. For more complex calculations, Excel reduces errors.
It's not mandatory in all cases, but it's highly recommended. It reduces disputes and price negotiations.
You can use a prepayment invoice (or pro forma depending on the client's process), then issue a final invoice with the balance.
You can keep the same structure and translate the labels. The important thing is that the information and amounts remain consistent.
A subcontracting invoice isn't just "a piece of paper to send." It's a document that secures your client relationship, speeds up payment, and protects your business from a tax perspective. With a simple structure, clearly defined mandatory information, proper numbering, and transparent payment terms, you reduce delays and avoid unpleasant surprises.
