Freelance invoice example: Ensuring a smooth payment

En freelance, billing may seem like a simple administrative formality, but never underestimate its importance in the world of freelancing. A well-designed invoice is the key to a professional and lasting customer relationship, while complying with legal obligations.

Legal obligation: Ensure compliance

Invoicing is a legal obligation in France. The invoice is proof of the transaction between you and your customer. This protects you in the event of litigation and establishes the transparency that is essential for smooth collaboration.

This is sent after the end of the mission to the customer, according to the basic contract. In addition, it must be made in 2 copies so that the freelancer and the client can keep them in their accounts. Finally, it must be kept for at least 10 years from the end of the financial year.

When should you invoice as a freelancer: Importance of timing

The question of when you should issue an invoice is crucial. In fact, everything will depend on what has been done with the customer. Ideally, once you have delivered the agreed work or reached a key stage in the project, you can submit your invoice. Some freelancers charge at the end of each month according to the number of days worked. Doing so quickly reinforces your professionalism and allows the customer to integrate payment into their internal processes.

Numbering Invoices: Organization and Follow-up

Invoice numbering is not just a formality. It allows you to keep a systematic record of your transactions and to easily find them if necessary. Choose a consistent dialing method, such as adding a unique prefix followed by a sequential number. This will help you keep an overview of your financial activities.

Information to be included in the Invoice

A well-structured invoice is the key to avoiding confusion. Be sure to include the following:

Identity of the freelancer:

This section should include your business name or personal name as well as your address. If you are registered, add your SIRET number or any other relevant identification number. This makes it possible to clearly identify who is the issuer of the bill.

Customer identity:

This part requires full customer contact information. Include their name, mailing address, and, if possible, a contact person. The more detailed the information, the smoother the communication with the customer will be.

Invoice number:

Each invoice must have a unique identifier for efficient management. This number can be numerical (for example, Invoice #2023 -001) or based on a system you have set up.

Invoice issue date:

This is the date you issue the bill. It allows the customer to know when the invoice was created and to refer to it later.

Amount to be paid:

Clearly state the total amount that the customer is required to pay. If the invoice includes specific details about the products or services provided, make sure these items are also included.

Mention of VAT exemption:

If you are registered as a small business free of VAT (if applicable to your situation), this statement indicates that VAT is not applicable according to tax law.

Discounts:

If you offer discounts or special discounts to the customer, specify them clearly. This can encourage the customer to make quick payments.

Delivery date:

If your services or products are delivered at specific times, indicate the date the work was actually completed and delivered.

Payment deadline:

Clearly indicate when you expect the bill to be paid. This sets a clear deadline for the customer.

Late payment penalty:

If you have late payment penalties, specify them here. This can encourage customers to stick to payment deadlines.

Collection costs:

If collection costs are applicable in case of late payment, mention them. This can serve as an additional incentive for the customer to meet deadlines.

Discount conditions:

If you offer discount terms for early payment, detail them here. This can encourage customers to pay more quickly.

Insurance details:

If your business is covered by professional insurance, you can report it here to reassure the customer about the quality of your service.

On which medium to issue the invoice: Practicality and professionalism

The medium you choose for your invoices contributes to the professional image you project. Opt for an electronic format (PDF) for quick distribution and easy preservation. Online billing tools can also simplify the process while keeping track of everything organized.

The Recipe Book: Keep Track

The revenue register can be maintained in a traditional way using a classic notebook or in a modern way using accounting software. The key point is that from the moment you record something, that entry should be set in stone. For all independent professionals who have opted for the establishment of a legal entity (SASU, EIRL, EURL) or who are committed to independence. Your invoices are necessary for the preparation of your balance sheets and income statements. They are justifications.