These details are mandatory on an invoice
These details are mandatory on an invoice
June 2023 – To be legally valid, an invoice must meet a variety of formal and substantive requirements. We list them below.
Mandatory inclusion:
the word 'invoice' must be explicitly mentioned
invoice date, but also: delivery date (for goods) or date of performance (for services)
unique invoice number
your name, or company name, and your address
the name (social designation) of the recipient and his address
bank account number
VAT or company number of supplier and recipient
description and quantity of the goods and/or services supplied
(unit) price and discount granted, quantity
amounts: amount without VAT , VAT percentage and VAT amount per rate, total amount payable
place where the invoice was issued
payment terms
Note: without a due date or bank account number on the invoice, a customer has a reason not to pay you or to pay you late. Avoid discussion and make sure your invoices are complete.
Optionally, you can
refer to previous invoices, if it is a partial invoice.
Refer to general terms and conditions
not compulsory, but sensible if the terms and conditions are part of the sales agreement
you can optionally include the terms and conditions on the back of the invoice
reverse charge VAT', if the VAT is due by the co-contractor
'invoice issued by customer', in case of self-billing
exempt from VAT pursuant to Article ...', if the transaction is exempt from VAT - the legal basis for the exemption must be detailed
special indications imposed by this legislation (sale of works of art, anti- quities, motor vehicles, travel agencies, used goods, ...)
VAT exemption: small businesses with limited turnover are exempt from VAT in some cases. Nevertheless, even their invoices must comply with formal requirements and special VAT statements. Namely, they must justify why they do not charge VAT.
Boxes in sancties
Does an invoice not meet the formal requirements? Then you risk a penalty.
For a first accidental offence, you will receive an administrative fine of EUR 25 per invoice with a minimum of EUR 50 and a maximum of EUR 500.
Do you commit a second offence? Then you risk 125 euros with a maximum of 1,250 euros.
For subsequent offences: 250 euros with a maximum of 5,000 euros.
Are the details on the invoice incorrect? Then you risk a fine that can be up to double the invoiced amount. Is it not fraud, but a mistake? Then the fine will be limited to 100 or 60 per cent of the invoiced amount.
De creditnota
You must rectify any erroneous invoice with a credit note that clearly refers to the invoice issued. You clearly state the word 'credit note' and also include all other substantive requirements of the invoice.