Whether you are a self-employed person, a freelancer or simply an individual who makes occasional transactions with professionals, the management of invoices is an essential aspect of your accounting. The good management of invoices issued, of customer invoices Or invoices for the provision of services allows not only to comply with tax legislation, but also to ensure a rigorous follow-up of your commercial transactions. In this article, we will explain the key steps to manage your invoices effectively, especially as an individual or entrepreneur, and how to use a invoicing software like Bill Up to simplify the process.
1. The importance of billing: a legal obligation for individuals
Billing isn't just for big businesses. En france, even an individual who makes sales or provides services is required to issue a invoice in some cases. This is especially true if you are acting as a self-employed or micro-entrepreneur, or if you make regular sales.
When should an invoice be issued?
According to the French regulations, a invoice must be issued each time a commercial transaction occurs between a vendor (you) and a shopper. If you sell goods or services professionally, you are required to deliver a invoice. This concerns all transactions carried out within a framework commercial or vocational, including for services or sale of goods.
The cases where the invoicing is mandatory include, for example:
- Les services carried out as a professional (freelancer, consultant, etc.).
- Les product sales To professional customers or individuals.
- Any sale made as part of a commercial activity.
Even in the cases of Occasional sale, like that of a personal property, it is recommended to draw up an invoice or score to have a written record of the transaction. It may also be required to justify the transaction if the buyer requests it for tax or accounting reasons.
2. Issuing an invoice: mandatory information and information
When you have to draw up an invoice, certain information must be included in it for it to be legal and in accordance with tax rules.
Mandatory information on an invoice
One invoice issued, whether it concerns a sale of product Or a service provision, must contain a certain number of mandatory information:
- Invoice number : Each invoice must be numbered chronologically and without gaps. La invoice numbering allows you to guarantee a rigorous follow-up in your accounting.
- The date the invoice was issued : This corresponds to when the invoice is issued.
- The name and address of the issuer (your name or the name of your company, if applicable) and the address of your customer.
- The SIRET number if you are registered in the commercial register (for micro-entrepreneurs or auto-entrepreneurs).
- The description of the sale or service : You must accurately describe the product or service sold, the quantity, the unit price, and the total price.
- The total amount excluding taxes (HT), The VAT rate applicable (if you are subject to VAT), and the VAT amount.
- The terms of payment : Payment deadline, terms (bank transfer, check, etc.) and possible penalties in case of delay.
- The selling price And the TTC amount (all taxes included).
Billing rules
In addition to the mandatory information, there are billing rules that you must respect to avoid any administrative or fiscal error:
- Invoice numbering : It is imperative to follow a chronological order and without repetition in the numbering of your invoices. This allows you to respect the tax rules and to have a clear management of your accounting documents.
- Invoice issue date : The Issue date of the invoice must correspond to the day you make the transaction or provide the service.
- Issue an invoice in case of advance payment : If your customer pays his bill before the service or delivery of the product, you must issue the invoice at the time of payment.
- VAT check : If you are subject to the VAT, you must apply the correct VAT rate and mention its amount on the invoice.
3. Electronic invoicing: a practical and fast solution
With the generalization of digital tools, electronic invoicing has grown widely in recent years. It has several advantages, especially for individuals looking to save time in managing their invoices.
Why opt for electronic invoicing?
- Time and efficiency savings : The electronic invoicing allows you to create invoices quickly thanks to pre-filled models and the automation of certain data.
- Reducing human errors : By using a invoicing software, you minimize the risk of errors in drawing up invoices. Information is automatically extracted and verified.
- security : Electronic invoices are often sent via secure platforms, guaranteeing good traceability of documents.
- Simplified archiving : Electronic invoices are easier to archive and consult. You no longer need to keep physical papers, and you can quickly find your bills when you need them.
- Compliance with tax standards : In France, the electronic invoicing is now mandatory for businesses subject to VAT, and this is becoming more and more frequent for transactions between individuals and professionals.
4. How can I easily create an invoice as an individual?
Whether you are a self-employed person, a freelancer or an individual who sells goods or services, it is essential to have a simple solution for create invoices. Use a invoicing software like Bill Up can greatly simplify this task.
Steps to create an invoice
- Choose an invoice template : Many billing software programs offer invoice templates predesigned, adapted to your activity (sale of products, provision of services, etc.).
- Fill in the required information : Add your customer's information (name, address), as well as a description of the goods or services provided.
- Apply the conditions of sale : Indicate the total amount, the terms of payment, and, if necessary, apply VAT.
- Number your bill : It is important to assign a unique number to each invoice for a clear and unambiguous follow-up.
- Send the invoice to your customer : Once the invoice is issued, you can hand over to your customer in electronic format (PDF) or paper, depending on the preference of the latter.
The benefits of using invoicing software
- Ease of use : The invoicing software like Bill Up allow you to create invoices in a few clicks, without having to worry about complex tax rules.
- Payment tracking : You can easily see which invoices have been paid and which are still pending, allowing you to better manage your cash flow.
- Tax compliance : The software ensures that your bill complies with mandatory information and that it complies with the tax rules in force.
- Digital archiving : You no longer need to store your paper invoices, as they are automatically saved and organized in your secure space.
5. Managing received invoices: another facet of accounting
Manage the invoices received is just as important as issuing invoices. You should keep all of your supplier invoices to integrate them into your accounting. As an individual, these can be invoices for professional or personal purchases, depending on your activity.
Verification of received invoices
When you receive an invoice from a supplier or service provider, it is essential to check:
- That the information corresponds to the service provided or to the product purchased.
- That the amount invoiced is correct, and that the terms of payment are clearly marked.
- That the invoice complies with the mandatory information, especially if you are subject to VAT.
6. Manage your invoices effectively to better manage your business
Whether you are an individual, a Self-employed Or a freelance, managing invoices is essential to stay organized and in compliance with tax obligations. Using billing software like Bill Up allows you not only to create invoices quickly, but also to track your payments, archive your documents, and simplify your daily accounting.
In summary, here are the key points to effectively manage your invoices:
- Issue invoices correctly by respecting the mandatory information.
- Use electronic invoicing for greater simplicity and security.
- Numbering your invoices logically and chronologically.
- Keep your received invoices for a rigorous monitoring of your accounts.
Finally, whatever your activity, the important thing is to stay organized and to respect the rules of invoicing to avoid any disputes with the tax authorities and your customers.
