Short answer: Invoice number, date, customer details, VAT numbers, amounts breakdown, product description, payment terms.
Essential Invoice Information
1. Invoice Identification
- Invoice Number: Unique identifier (e.g., INV-001)
- Invoice Date: Date of issue
- Due Date: Payment deadline
- Order/Reference Number: If applicable
2. Your Company Information
- Legal Company Name: Full registered name
- Business Address: Registered address
- Company Registration Number: Registry code
- VAT Number: Your VAT identification
- Contact Details: Email and phone
3. Customer Information
- Customer Name: Full name or company name
- Billing Address: Complete address
- Customer VAT Number: Required for B2B transactions
- Contact Email: For correspondence
4. Transaction Details
- Product/Service Description: What was sold
- Quantity: Number of units
- Unit Price: Price per unit
- Line Total: Quantity × Unit Price
5. Financial Breakdown (Critical)
- Net Amount: Subtotal before VAT
- VAT Rate: Percentage applied (e.g., 19%)
- VAT Amount: Tax charged
- Gross Total: Net + VAT
- Currency: EUR, USD, GBP, etc.
6. VAT-Specific Information
- VAT Rate Breakdown: If multiple rates
- Reverse Charge Notation: For B2B EU transactions
- Tax Point Date: When VAT liability arose
7. Payment Information
- Payment Terms: Net 30, Due on receipt, etc.
- Payment Method: Bank transfer, card, etc.
- Bank Details: IBAN for bank transfers
Why Accountants Need Each Detail
| Detail | Why Needed |
|---|---|
| Invoice Number | Tracking, audit trail, preventing duplicates |
| Date | Accounting period, VAT return timing |
| Customer VAT | Reverse charge validation, EC Sales List |
| Net Amount | Revenue recognition, financial statements |
| VAT Amount | VAT return calculation, tax reporting |
Common Missing Details (That Cause Problems)
- ❌ Missing VAT Number: Can't process VAT return
- ❌ No Invoice Number: Can't track or reference
- ❌ Wrong Date: Goes in wrong accounting period
- ❌ Missing Customer VAT: Reverse charge can't be validated
- ❌ No VAT Breakdown: Can't separate net and VAT
- ❌ Incomplete Address: Legal compliance issues
Different Requirements by Transaction Type
B2B Domestic (Same Country):
- Your VAT number
- Customer details (VAT number optional)
- Standard VAT rate
- Net, VAT, gross amounts
B2B Cross-Border EU (Reverse Charge):
- Your VAT number (required)
- Customer VAT number (required)
- 0% VAT rate
- "Reverse charge applies" notation
- Net amount only
B2C (Consumer Sales):
- Your VAT number
- Customer name and address
- Standard/reduced VAT rate
- Net, VAT, gross amounts
How Our System Ensures All Details
Our invoice generator automatically includes:
- Sequential numbering: No gaps or duplicates
- Complete VAT info: All required fields
- Proper calculations: Accurate amounts
- Company details: Saved and applied to all invoices
- Customer information: From your CSV
- Professional format: Accountant-approved layout
Checklist: Invoice Ready for Accountant?
Before sending to your accountant, verify:
- ✅ Sequential invoice number with no gaps
- ✅ Correct date and accounting period
- ✅ Your company VAT number visible
- ✅ Customer VAT number (if B2B)
- ✅ Clear VAT breakdown
- ✅ Reverse charge notation (if applicable)
- ✅ All amounts calculated correctly
- ✅ Professional PDF format