Modifying or cancelling an invoice: how do I go about it? 🤨

Let's start with the basics of good craftsmanship ✅

Business accounting must comply with strict rules, and the law requires professionals to keep all invoices for at least 10 years.

For an invoice to be valid, several legal elements are required, such as :

👤 Identity of seller and buyer :

• Identity and contact details of the company or person purchasing the goods or services: first and last name or company name, address of registered office and/or invoicing address if different, intra-Community VAT number (in the case of a professional buyer).
• Identity and contact details of the company or person selling the goods or providing the service: first and last name or company name, registered office address, company name, SIRET or SIREN number, legal form and share capital, RCS number (except for auto-entrepreneurs), RM number (for craftsmen), intra-Community VAT number.

🧾 Information related to the good(s) or service :

• Dates: invoice issue date, desired payment date, payment deadline.
• In the case of goods: description of goods, brand and/or reference if necessary, quantity, unit price before tax.
• In the case of a service: nature of the service, quantity, materials and/or deliverables, labor required, hourly rate excluding tax.
• The amount of any other charges, such as packaging or delivery.
• Any discounts or other rebates offered (on the price excluding or including VAT).
• The total amount before tax.
• The applicable VAT rate (👉 see our article on calculating VAT).

💡 F or an auto-entrepreneur, the words "TVA non applicable, article 293 B du CGI" must appear.

• The amount including all taxes.

🧮 Accounting information :

• A unique invoice number, based on a chronological sequence.

💡 This number must appear on all pages if there are several.

• The purchase order number to which the invoice is attached.
• Penalties payable in the event of late payment by the customer.
• The amount of the flat-rate indemnity for collection costs in the event of the payment date indicated on the invoice being exceeded.
• Discount conditions for early payment.

Case 1: Modifying an invoice that has not yet been paid 💰

To rectify an invoice that has already been issued but not yet paid by your customer, you can simply create a rectifying invoice, which will enable you to cancel and correct the previous invoice.

This corrective invoice must refer to the initial invoice and contain the following information:

• A new invoice number
• Reference to original invoice number and date
• Details of error correction

⚠️ Be sure to keep this invoice in mind when making your accounting entries, to avoid any errors or inconsistencies!

Case 2: Cancel an invoice that has already been paid 💸

In this case, the procedure is a little more complex, but don't worry, there's a solution! You'll have to cancel the original invoice, then write a new one. Here's how to cancel an invoice:

• Step 1: You'll create a credit memo invoice, which looks like a normal invoice with its own number, but also includes the elements of the invoice to be cancelled: original invoice number, description of goods or services. The amount of this invoice must be 0.
• Step 2: Once you've created this credit memo invoice, you'll create a new invoice, known as the adjustment invoice. It must have its own number, and also mention the number of the original invoice.

Anytime to your help 💯

Does all this sound complicated? Anytime offers you a billing tool directly linked to your bank account! It also lets you track payments in real time. Not only do you save a considerable amount of time, you also save money and improve your accounting. Your documents are easy to consult, and you're doing the planet a world of good. Interested? 👉 Click here