Self-employed bookkeeping: step by step (invoice, management)

Accounting management for an auto-entrepreneur may seem simplified compared to other business regimes. However, accounting obligations exist and must be scrupulously respected. Monitoring invoices, expenses, receipts and tax returns is an essential part of this management. Whether you are a micro-entrepreneur or an auto-entrepreneur, it is crucial to fully understand each step of the process to ensure effective management and avoid penalties linked to mistakes or omissions. This article guides you through the various steps necessary for the good accounting of a self-employed business, in particular the management of invoices, accounting documents and tax returns.

1. La invoice : a key document for the auto-entrepreneur

One of the most important accounting obligations for the auto-entrepreneur is the issuance of invoices. During each sale or service provision, it is imperative to submit an invoice to your shopper. As vocational, you must ensure that this invoice complies with mandatory information specific provisions provided for by the General Tax Code (CGI). These mentions include:

• Invoice number : each invoice must be numbered in a unique and chronological manner to facilitate the management and monitoring of customer invoices.
• The date the invoice was issued : The datum should be clearly marked.
• The identity of the customer : you must mention the full contact details of your shopper, whether an individual or a vocational.
• The description of the products or services : each product or service sold must be mentioned precisely.
• Price and quantity : The quantity of each item or service, as well as the prizes unit and total must be indicated.
• The total amount of the bill : after applying any discounts or discounts.
• The method of payment : you must specify if the payment is made by cheque, bank transfer, bank card, or any other method.

In addition, for auto-entrepreneurs benefiting from the Exemption based on VAT, it is important to indicate on the invoice That the VAT not applicable is in effect.

2. Manage the Purchase register And the Recipe book

Another fundamental accounting requirement for self-employed entrepreneurs is to keep a Purchase register And a Recipe book. These accounting documents allow you to keep track of all your spending And your recipes as the year progresses.

• The recipe book : in this register, you must record all your Turnover carried out as part of your professional activity. This book should be updated regularly to allow you to track your recipes, but also to prepare your tax returns. VAT or income tax. If you are a micro-entrepreneur, you can often keep it using a simple spreadsheet like Excel.
• The purchase register : it is essential to record all expenses related to your business. This includes purchases of products intended for resale, but also the services that you pay to support your professional activity (for example, the rental of premises or the purchase of computer equipment).

3. The management of invoices and quotes as part of accounting obligations

Les quote are also an important document in the management of your bookkeeping. Before invoicing a customer, a quote can be delivered, especially for complex or large-scale services. You should keep a copy of each quote sent, as this is part of the accounting management of your business.

If the customer accepts the quotation, it will be transformed into invoice. The management of invoices and quote must be rigorous so that you can easily find all the documents related to each sale or service. This will not only help you in managing your accounts, but also in case of control by theURSSAF or other tax authorities.

4. Declaration of Turnover and respect for accounting obligations

As an auto-entrepreneur, you are subject to a statement monthly or quarterly of your turnover To theURSSAF. It is crucial to declare the mounting Exact details of your sales or services in order to calculate the amount of your social security contributions. Contributions are calculated based on your recipes and not on your profits.

If you are subject to regimen ofthe Exemption based on VAT, you do not charge VAT to your customers, but you still have to make a VAT declaration by specifying that you are exempt. On the other hand, if you exceed the deductible thresholds, you will have to charge the VAT and report it regularly.

5. The management of accounting documents : the right reflexes to adopt

All documents relating to your professional activity must be conserved for a minimum period of 6 years, whether invoices, the quote, or any other accounting document. These documents are proof of your activity and may be requested in the event of a tax audit. It is therefore important to have an effective filing system, whether in paper or digital format.

For simplify management, it is recommended to centralize all information and indicate in an Excel file or to use accounting software. There are also specific online solutions for auto-entrepreneurs that allow Dedicate a space for the management of invoices, of purchases, of recipes, and tax declarations.

6. The fiscal and social obligations of the auto-entrepreneur

In addition to accounting obligations, the auto-entrepreneur must comply with essential fiscal and social obligations to guarantee the legality of his activity and avoid any sanctions. These obligations include, among others:

• Payment of social security contributions calculated on the turnover achieved, whether for the provision of services or for the sale of goods. These social contributions cover several areas, such as social security, retirement, health coverage, and contributions to vocational training. The rate of these contributions depends on the nature of the activity (sale of goods, provision of services, etc.), and is calculated on the turnover achieved, without taking into account expenses or expenses. This means that even if the auto-entrepreneur has no profit or if his expenses are high, he will still have to pay contributions on all of his turnover.
• Compliance with turnover thresholds is a crucial point in maintaining the status of auto-entrepreneur. Indeed, every year, the auto-entrepreneur must take care not to exceed the turnover limits defined for his activity. These thresholds are reassessed every year and depend on the nature of the activity carried out (provision of services or sale of goods). If these thresholds are exceeded, the auto-entrepreneur loses his status and goes under another more complex tax and accounting regime, such as the real taxation regime, which imposes additional and more stringent procedures. It is therefore essential to closely monitor your turnover annually, especially in the event of business growth, in order not to risk losing this advantageous status.
• The payment of income tax is also a fundamental aspect of tax management for the auto-entrepreneur. As part of the simplified micro-fiscal regime, income tax is calculated according to turnover, with a lump-sum allowance that depends on the nature of the activity (71% for the sale of goods, 50% for the provision of commercial services, and 34% for the provision of non-commercial services). This deduction is applied before tax is calculated. In addition, the auto-entrepreneur can opt for the discharge sample income tax if his income does not exceed a certain threshold, which allows him to pay his tax directly to URSSAF, at the same time as his social security contributions.

Finally, the management of expenses and expenses is an essential aspect to avoid exceeding turnover thresholds and to optimize the profitability of the activity. The auto-entrepreneur must be vigilant about his business expenses, whether it is material, travel, or operating expenses, because even if these expenses are not directly deductible under the micro-enterprise regime, their good management makes it possible to anticipate financial needs and to better structure its turnover. If the thresholds are exceeded, not only would the status of auto-entrepreneur be called into question, but the auto-entrepreneur could also be subject to more complex administrative procedures, such as the VAT declaration, the establishment of balance sheets, and the payment of additional contributions.

7. Recourse to a Chartered Accountant to simplify accounting management

Although the accounting of a Self-employed is simplified compared to other company statuses, some tasks can be complex, especially when it comes to complying with all the accounting obligations and fiscal. Call on a Chartered Accountant can be a good solution to ensure that your accounting documents are in good standing and that you respect all legal obligations. He can help you manage your statements, the edition of your invoices and the outfit of your registries, while offering you advice adapted to your business.

La Bookkeeping Of a Self-employed involves several important steps, such as the issuance of invoices, the management of accounting documents (recipe book, purchase register), and compliance with tax obligations and Social. Even if the regimen of the auto-entrepreneur simplifies certain procedures, it is essential to fully understand the mandatory information On the invoices, to rigorously manage the statements and to keep all your documents to avoid any sanctions. In case of doubt, call on a Chartered Accountant can be an interesting option to support you in the management of your professional activity and guarantee the compliance of your procedures.

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