Short answer: PDF format with sequential numbering, complete VAT info, clear calculations, and professional layout.
Essential Elements Accountants Need
1. Sequential Invoice Numbering
- Consecutive numbers: 001, 002, 003... no gaps
- Audit requirement: Missing numbers raise red flags
- Consistent format: INV-001 or 2024-001
2. Complete VAT Information
- Your company VAT number
- Customer VAT number (B2B transactions)
- VAT rate percentage
- Net amount (pre-VAT)
- VAT amount
- Gross total
- Reverse charge notation (if applicable)
3. Clear Amount Breakdown
- Net Amount: €1,000.00
- VAT (19%): €190.00
- Total: €1,190.00
4. Professional PDF Format
Why PDF?
- Universal compatibility
- Can't be accidentally edited
- Maintains formatting
- Easy to archive
- Professional appearance
Standard Invoice Layout Accountants Expect
Invoice Structure:
- Header: Company name, logo, contact details, VAT number
- Invoice Details: Number, date, due date
- Bill To: Customer name, address, VAT number
- Line Items: Description, quantity, unit price, total
- Totals: Subtotal, VAT breakdown, grand total
- Payment Terms: Payment method, bank details
- Footer: Registration number, terms & conditions
What Accountants DON'T Want
- ❌ Word documents (can be edited)
- ❌ Excel spreadsheets (not professional)
- ❌ Handwritten invoices (hard to process)
- ❌ Screenshots or photos (unprofessional)
- ❌ Missing invoice numbers
- ❌ Gaps in numbering sequence
- ❌ Missing VAT information
- ❌ Incorrect calculations
Accounting Software Compatibility
Your invoice format should work with:
- Xero: PDF import and manual entry
- QuickBooks: Standard invoice structure
- Sage: Professional layout expected
- Merit Aktiva (Estonia): EU VAT compliance
- DATEV (Germany): German accounting standards
Our invoice generator creates PDFs compatible with all major accounting systems.
File Naming Convention
Accountants prefer organized file names:
- Good: Invoice-001-2024-02-15.pdf
- Good: CompanyName-INV001.pdf
- Good: 2024-02-ClientName-Order123.pdf
- Bad: invoice.pdf
- Bad: scan001.pdf
- Bad: Screen Shot 2024-02-15.png
Monthly Batch Organization
When sending monthly batches:
- ZIP File: Invoices-February-2024.zip
- Inside: All invoices numbered sequentially
- Summary: Include invoice count and total
- Consistency: Same structure every month