The Essential Information on an Invoice: From Traditional Invoicing to Electronic Invoicing

Modified on Wed, 15 Apr at 12:37 PM

Best practices: an invoice should contain a set of mandatory information that enables fast, reliable processing and minimizes the risk of disputes. The table below presents the main elements.

Note: in the context of electronic invoicing, structured data refers to information organized into standardized fields (such as the amount, the SIREN number, or the date) so that it can be read, understood, and processed automatically by information systems.

Mandatory information on an invoice (pedagogical explanation)	Use or processing in accounting	Structured data in electronic invoicing
Unique and sequential invoice number: each invoice must have a number that follows a logical sequence with no gaps.	Allows identification of the accounting document and ensures traceability of entries.	Unique invoice identifier transmitted in the electronic flow (invoice ID).
Invoice issue date: the date on which the invoice is officially created.	Used to determine the accounting and tax period.	Structured date field required in electronic formats (UBL / CII).
Seller identity: legal name or company name issuing the invoice.	Allows identification of the third party in accounting.	Structured legal supplier name.
Seller address: address of the head office or issuing establishment.	Useful information to identify the third party and verify compliance.	Structured supplier address.
Seller SIREN or SIRET number: official company identifier in France.	Allows identification of the company in accounting systems.	Company identifier used for routing electronic invoices.
Seller VAT number: mandatory if the company is subject to VAT.	Enables VAT management and tax controls.	Structured seller VAT field.
Buyer identity: name or legal name of the customer.	Allows the invoice to be linked to the customer account.	Structured legal buyer name.
Buyer address: location of the customer company.	Used to identify the customer in accounting.	Structured buyer address.
Buyer VAT number (if applicable).	Allows management of intra‑community VAT or reverse charge.	Structured buyer VAT field.
Date of sale or service: the date when the goods or service were provided.	Used to determine the VAT taxable event.	Structured delivery/service date.
Description of products or services: details of what is sold.	Used to determine the accounting account for the product or service.	Structured description line by line.
Quantity sold.	Calculation basis for accounting amounts.	Quantity field in each invoice line.
Unit price excluding tax.	Used to calculate the tax‑exclusive base of the accounting entry.	Structured unit price field.
Applied VAT rate (20%, 10%, 5.5%, etc.).	Used to determine the VAT code in accounting.	Standardized VAT category.
Total amount excluding tax (net amount).	Amount recorded in the revenue account.	Structured net amount.
Montant total de TVA.	Amount recorded in the VAT collected account.	VAT amount per rate.
Total amount including tax (gross amount).	Total customer receivable amount.	Total invoice amount in the electronic flow.
Payment terms (e.g., 30 days, 45 days end of month).	Allows tracking of customer due dates.	Structured payment terms.
Payment due date.	Allows monitoring of reminders and collections.	Due date field in the electronic invoice.
Late payment penalties and fixed recovery compensation statement.	Used during customer reminders or disputes.	Specific penalties / compensation field.
Currency used for the invoice (EUR, USD…).	Allows conversion and accounting tracking.	Structured ISO currency code.
Reference to a purchase order or contract (if applicable).	Allows reconciliation of the invoice with a commitment or purchase.	Structured order identifier in the electronic flow.
Specific VAT statement (e.g., exemption, reverse charge, VAT exemption scheme).	Allows application of the correct tax treatment.	Structured VAT regime code for the administration.