How to manage the invoicing of the company?

Invoicing management is very important for a company in its dealings with its customers. Best invoicing software for small business makes it possible in particular to materialize the financial transaction linked to the sale or the service delivered, and it constitutes a supporting document in accounting and taxation.

What are the rules to follow to manage invoicing?

Billing software for small businesses is regulated by law at several levels, in particular with regard to the invoicing obligation, the date of delivery of the invoice, the support to be used for invoicing, software (from 2018), references mandatory to be indicated on invoices and for the conservation of invoices.

The billing obligation on businesses

First of all, professionals have an obligation to bill. Invoicing is mandatory:

- for any purchase of products or any provision of services for professional needs,

- for distance sales,

- for deliveries by public auction of second-hand goods, works of art, collectibles or antiques,

- For services delivered to individuals for which the amount including tax is at least 25 euros, or if individuals request an invoice.

- For sales delivered to individuals requesting an invoice.

If necessary, you have the possibility of subcontracting your invoicing by giving a mandate to another person to establish them in your name and on your behalf.

The date of billing

Regarding the date on which the invoice must be established, here are the applicable rules:

For sales: the invoice is in principle established upon acceptance of the order or upon delivery if it occurs later.

For services: the invoice is in principle established on the day the service is completed.

Invoices must be drawn up in at least two copies, with one copy given to the customer and another copy kept by the company.

For more information: the date of delivery of invoices to customers.

The media to use for invoicing

Invoices can be issued in paper or electronic format. The tax administration tolerates the use of electronic invoicing provided it employs one of the following methods:

- by using the electronic signature,

- using electronic data interchange to upload invoices,

- by using a technical solution other than the electronic signature or in paper form, as long as documented and permanent controls are put in place by the company and make it possible to establish a reliable audit trail between the invoice issued or received and the delivery of goods or the service which is the basis thereof.

In addition, the tax administration accepts that an invoice drawn up in paper format and then scanned, sent and received electronically is considered to be an electronic invoice. An electronic signature must secure the scanned invoice. The original invoice (in paper format) must however be kept.

Mandatory billing information

The invoices that you prepare within the framework of your professional activity must contain several compulsory information. Each missing entry may be sanctioned by a fine and a criminal sanction.

We provide you with all of this information in this file: the mandatory information on an invoice.

For more details, please visit: alfacybernetics.com