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[VIDEO] How to number your invoices

Posted: Sat Dec 21, 2024 4:00 am
by jrinea.k.te.r0.1
Numbering invoices correctly will help us keep our company's accounts up to date. In this post with updated content we explain how to do it in an easy and simple way.

Invoices for each series must always be consecutive and issued in chronological order.
It is advisable to have different billing series for greater control of the business.
Learning how to document and number invoices is a very important issue that we sometimes forget about when starting an activity. And the truth is that it will help us keep our accounts and taxes up to date.


Furthermore, we must not forget that the information provided by billing is of cross-cutting relevance within the company. All departments use it to establish forecasts, set objectives, prepare reports, etc.

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1) The general rule: consecutive numbering
A very important requirement for numbering invoices is that they must be consecutive . That is, they must be one after the other in immediate succession within the same series. Thus, if we take an invoice after another, the last one must always have a higher number. For example, if today we issue invoice A457, the next one in that series will be A458.

2) What content should invoices contain?
Invoices must meet certain minimum content :

Number and, where applicable, series . The numbering of invoices within each series will be consecutive .
The date of issue. If different from the date of issue, the date on which the documented operations were carried out or on which, where applicable, the advance payment was received shall also be included.

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Complete tax information for both the sender and the recipient : tax identification number, name and surname or company name and address .
Description of the operations, as well as all the data necessary to determine the tax base .
The tax rate or rates, if applicable, applied to the transactions. For example, we will include, where applicable, the equivalence surcharge , if applicable. In addition, if any other indirect tax other than VAT is applied, we will also indicate the corresponding tax rate.
The tax rate that, if applicable, is passed on, which must be recorded separately.
Percentage of personal income tax withholding if we are self-employed.
The total amount to be paid .
Start of marked textShare! Discover the minimum content your invoices must have.End of marked text

3) Special billing cases
In certain cases, an invoice must have some special content , such as:

If the transaction is exempt from VAT , it will contain a reference to the corresponding provisions of the Community VAT Directive or to the corresponding provisions of the VAT law or an indication that the transaction is exempt.
In the case of deliveries of new means of transport referred to in Article 25 of the VAT Law , their characteristics, the date of their first commissioning and the distances travelled or hours of navigation or flight completed until their delivery are included.
If the invoice is issued by the purchaser or recipient, the mention " invoiced by the recipient " will appear.
In the case of application of the special regime for travel agencies, the mention " special regime for travel agencies " will appear.
In the case of application of the special regime for used goods, works of art, antiques and collector's items, the reference " special regime for used goods ", " special regime for works of art " or " special regime for antiques and collector's items " shall appear.
If we apply the special cash basis regime , we will refer to it as “ special cash basis regime ”.
4) In which cases should invoices be issued with a different series?
The issuance of invoices with different series is a possibility contemplated within the invoicing regulations. There are cases in which issuing invoices with different series is mandatory , as is the case with:

Those issued by the recipients of the operations or by third parties . In these cases, we will use a series for each of them.
Corrective invoices .
Certain invoices used in administrative and judicial enforcement proceedings.
Invoices issued for deliveries of the following products : mobile phones, consoles, laptops and digital tablets, silver, platinum and palladium. For laptops and digital tablets, this will only apply when the total amount of the deliveries exceeds 10,000 euros, excluding VAT, or if the recipient is a business or professional reseller of these goods, regardless of the amount of the delivery.
Those related to certain intra-group operations . These invoices must be issued in a special series and recorded separately, where appropriate, in the register of invoices issued.