Format and retention obligations
Form matters, especially when it comes to corporate invoicing. Even before discussing mandatory information, it should be noted that in France it is required to:
- draft invoices in the French language
- issue them in two copies, with the customer receiving the original
- keep them for a period of ten years, as they are considered accounting documents
Invoices: what is the mandatory information?
Here is the mandatory information communicated on government websites.
The invoice date
The date on which the invoice is issued must be mentioned.
The invoice number
This is a unique number for each invoice, which is based on a chronological and continuous sequence and must appear without any "gap", as an invoice cannot be deleted. Numbering may be done by separate series (for example with a prefix per year), if the conditions of business justify it.
The date of sale or service provision
This is the date on which the delivery of goods or service provision is performed (or completed).
The identity of the seller or service provider
The following information must appear on the invoice:
- the company name (or first and last name for an individual entrepreneur)
- the registered office address and the billing address (if different)
- the SIREN number or SIRET
- the legal form and share capital (for companies), the RCS number and city of registration court (for merchants), the trade register number and registration department (for craftsmen).
The identity of the buyer or customer
The following information must be present on the invoice:
- the company name (or the name for an individual)
- The SIREN number of your customer.
- the customer's address (unless the individual customer objects)
- the delivery address
- the billing address if different.
The purchase order number
The purchase order number is mandatory if it has been issued in advance by the buyer.
The VAT identification number
The VAT identification number of the seller and the professional customer (only if the latter is liable for VAT) must appear here.
This information is not mandatory for invoices whose pre-tax amount is less than or equal to €150.
The designation and itemization of products and services rendered
The type, brand, **product reference and category of sale (**goods, services, or mixed) must be mentioned, as well as the materials supplied and the labor for services.
Similarly, the precise designation, quantity, pre-tax unit price, and VAT rate added, as well as any discounts, must appear.
The catalog price
This is the pre-VAT unit price of the products sold or pre-VAT hourly rate of the services provided.
The legally applicable VAT rate
In particular, if different VAT rates apply, they must appear clearly by line.
Any price reduction
This concerns rebates, discounts, and reductions at the date of sale or service provision, excluding early payment discount operations not provided for on the invoice.
The total amount to be paid pre-tax (HT) and inclusive of all taxes (TTC)
Of course, the pre-tax and tax-inclusive amounts must mandatorily appear on the invoice.
The billing address
The billing address must appear on the invoice if it is different from that of the company's registered office.
Payment information
The following must appear:
- the date on which payment must be made or the payment terms
- the early payment discount conditions in case of early payment
- the penalty rates in case of non-payment or late payment.
- The mention "Option for tax payment based on debits" if you have chosen this method of payment.
The existence and duration of the two-year legal warranty of conformity for certain goods
Since July 1, 2021, invoicing documents must mention the existence and duration of the legal warranty of conformity of two years minimum for the categories of goods determined by Decree No. 2021-609 of May 18, 2021.
Note that the decree excludes goods sold under a contract concluded at a distance or off premises.
Special information for special cases
Other information must be entered on the invoice in the following special cases:
- The seller or service provider is a member of an approved management center or association
- Add the mention: "Member of an approved association, payment by check and bank card is accepted".
- The seller has a VAT exemption regime
- Add the mention "VAT not applicable, art. 293 B of the General Tax Code".
- The subcontractor no longer declares VAT, the main company declares it (VAT reverse charge)
- Mention "VAT reverse charge". Indicate that it is a "pre-tax amount".
- Craftsmen or micro-entrepreneurs carrying out a craft activity for which professional insurance is mandatory
- Mention of insurance taken out for the activity.
Warning: penalties can be heavy
Companies that do not comply with invoicing rules may be subject to the following fines:
- A tax fine of €15 per missing or inaccurate piece of information. However, the amount of this fine cannot exceed a quarter of the invoice total.
- An administrative fine of €75,000 for an individual and €375,000 for a legal entity. This fine can be doubled in case of repeat offense within two years from the first sanction.
The e-invoicing reform: how to comply with it?
Between 2024 and 2026, the e-invoicing obligation will be progressively introduced for all VAT-liable companies. The deployment timeline is designed according to company size, to facilitate optimal adaptation to the new regulations.
For the issuance of electronic invoices, the planned timeline is as follows:
- Large companies will need to start as of July 1, 2024.
- Mid-market enterprises will have until January 1, 2025 to comply.
- For SMBs and micro-businesses, the deadline is set at January 1, 2026.
It should be noted that all companies, regardless of size, will need to be able to receive electronic invoices as of July 1, 2024. This means that the choice of a platform dedicated to receiving electronic invoices from their suppliers must be made by this date at the latest.
Flowie can support you in this transition to help you comply with the reform and simplify the management of your accounts payable and accounts receivable.