Accounting Documents to Keep: Mandatory 2025 Guide

Why Keep Your Accounting Documents?

Knowing which accounting documents to keep is crucial for any business. This guide clearly explains the 8 essential documents to archive: from accounting books to proof of business expenses, including invoices and tax returns. Discover the legal retention periods and tips for efficient management. Optimize your organization and avoid penalties!

1. Accounting Books

Accounting books are the foundational documents of a company’s bookkeeping. They record every financial transaction and are mandatory under French law. In France, these books include the journal (livre-journal), the general ledger (grand livre) and the inventory book (livre d’inventaire). The journal records each transaction chronologically, day by day. The general ledger classifies these transactions by account category (expenses, income, etc.). The inventory book, meanwhile, draws up a periodic statement of the company’s assets and liabilities, offering a snapshot of its net worth at a given moment. These documents make it possible to systematically track financial activity, ensuring transparency and traceability of operations.

Good bookkeeping is essential for several reasons. Accounting books serve as the basis for tax returns and audits, allowing you to justify the figures declared. They also help detect potential errors or fraud and make it easier to track a company’s financial health. For example, a sole trader in e-commerce can use their journal to trace all their sales and expenses, thereby justifying their revenue and costs. A small business can rely on its general ledger to analyze the profitability of its various products or services.

Advantages:

• Complete traceability of transactions: Every operation is recorded, enabling precise tracking of financial flows.
• Essential for tax returns and audits: Accounting books provide proof of the information declared to the tax authorities.
• Detection of errors and fraud: Systematic recording of transactions makes it possible to spot anomalies.
• Financial health tracking: Analyzing accounting data allows you to monitor company performance.

Disadvantages:

• Mandatory retention for 10 years: This requires rigorous organization for document storage.
• High volume for large companies: Managing accounting books can become complex as the number of transactions increases.
• Regular updates required: Books must be kept scrupulously up to date to reflect the reality of the business.
• Bulky physical storage (paper version): Archiving paper documents requires significant storage space.

Tips:

• Opt for a secure digital archiving solution: This simplifies retention and access to documents.
• Use automated accounting software: This reduces the risk of errors and makes bookkeeping easier.
• Perform regular backups of your accounting data: Protect yourself against data loss in the event of a technical issue.
• Organize your physical documents (if applicable) chronologically or by category: Make it easier to find specific information.

Accounting books deserve their place on this list because they are the cornerstone of financial management for any business, regardless of size or activity. From sole traders to large companies, including freelancers and e-commerce sellers, rigorous record-keeping is essential to ensure legal compliance, optimize management, and make informed decisions. Failing to keep them properly exposes the company to financial and accounting penalties.

2. Customer and Supplier Invoices

Invoices are official commercial documents that record transactions between sellers (suppliers) and buyers (customers). They detail the goods or services provided, the quantities, prices, taxes, and payment terms. For French businesses, properly retaining incoming (supplier) and outgoing (customer) invoices is essential for accounting, taxation, and legal compliance. These documents are indispensable for justifying your income and expenses to the tax authorities and constitute irrefutable proof in the event of a dispute. That is why they fully deserve their place on this list of accounting documents to keep.

Key features of invoices:

• Detailed description of goods/services: The invoice must clearly identify the nature of the products or services sold.
• Price and quantity information: The unit price and quantity of each item must be specified.
• VAT breakdown: The amount of applicable VAT must be clearly indicated and broken down.
• Payment terms: Payment terms, including deadlines and late-payment penalties, must be stipulated.
• Unique sequential numbering: Each invoice must carry a unique, non-reusable number.
• Identification details of both parties: The full contact details of the seller and the buyer must appear on the invoice.

Advantages of keeping invoices:

• Proof of transaction: They serve as proof of the transaction for both parties.
• VAT deduction and declaration: Essential for deducting and declaring VAT.
• Legal record of the business relationship: They establish a legal record of the commercial relationship.
• Expense tracking and revenue recognition: They make it easier to track expenses and recognize revenue.

Disadvantages of managing invoices:

• Organized storage system required: Requires an organized, efficient storage system.
• Paper invoices are vulnerable: Paper invoices are vulnerable to damage and loss.
• Complex compliance requirements: Complex compliance requirements for format and content.

Examples of invoices:

• Sales invoices
• Purchase invoices
• Credit notes
• Proforma invoices
• Electronic invoices

Tips for efficient invoice management:

• Set up a digital invoice management system with OCR (Optical Character Recognition) capabilities.
• Make sure all mandatory invoice fields comply with French legislation.
• Create a systematic naming convention for electronic files.
• Schedule regular reconciliations with your bank statements.
• Keep the originals of invoices over €150 in case of a VAT audit. This point is crucial for justifying the amount of deductible VAT.

When and why use this approach?

Retaining customer and supplier invoices is a legal obligation for all businesses, regardless of size or industry. It is necessary for calculating and declaring VAT, justifying expenses and income, and managing commercial disputes. Good invoice management also contributes to better accounting and financial organization.

3. Tax Returns

Tax returns are mandatory documents, submitted to the French tax authorities (mainly the Direction Générale des Finances Publiques - DGFiP), which report a company’s financial activity for taxation purposes. They are the cornerstone of your tax compliance and are essential for justifying your legal obligations. Keeping them is an integral part of the “accounting documents to keep” because they serve as proof in the event of a tax audit. Ignoring their importance can lead to significant penalties. These returns include, among others, income tax returns, VAT returns, corporate tax returns, and various other specific tax filings required by French law. They allow the tax authorities to calculate the amount of tax owed by the company.

These returns are subject to regular deadlines (monthly, quarterly, or annual) and require precise calculation of taxes due, declaration of income, expenses, and profits, as well as supporting documentation. In addition, electronic filing options are available via services such as impots.gouv.fr, greatly simplifying the process.

Examples of tax returns:

• VAT return (CA3, CA12): Periodic declaration of VAT collected and deductible.
• Full tax package (liasse fiscale, the complete set of annual tax returns): A comprehensive document combining all the company’s annual tax information.
• Income statement (déclaration de résultat): Declaration of the company’s profits or losses.
• CVAE return (Cotisation sur la Valeur Ajoutée des Entreprises): Tax based on the value added generated by the company.
• CFE return (Cotisation Foncière des Entreprises): Local tax paid by businesses.

Advantages of keeping tax returns:

• Proof of tax compliance: They constitute official proof that you have met your tax obligations.
• Basis for tax audits: They serve as the basis for calculations by the tax authorities and for any audits.
• Tax precedents: They can establish precedents for future tax treatment.
• Simplified consultation: Electronic versions make later consultation easier.

Disadvantages:

• Complexity of preparation: Preparing them can be complex and require specific expertise.
• Risk of penalties: Errors can lead to penalties and late-payment interest.
• Regulatory changes: Frequent changes to the regulations require constant vigilance.

Tips for keeping your tax returns:

• Rigorous organization: Keep copies of all filed returns as well as acknowledgments of receipt.
• Supporting documents: Link supporting documents to each return.
• Deadline reminders: Create reminders for all filing deadlines.
• Professional assistance: Consider using an accountant for complex returns.
• Complete archiving: Archive the return and proof of submission, whether in paper or electronic format.

The Direction Générale des Finances Publiques (DGFiP) and accountants both emphasize the importance of keeping these documents. By following this advice, you ensure sound tax management and minimize the risk of future complications. For more information, visit impots.gouv.fr.

4. Pay Slips

Pay slips are accounting documents that must be kept by law. They are official documents given to employees, detailing their pay, deductions, and contributions for a given pay period. In France, these documents follow strict presentation standards and contain full information on the components of salary, social contributions, taxes, and other payroll elements. They serve as proof of employment and income for both employees and employers. Keeping them is essential for multiple reasons, for employees and companies alike.

A pay slip generally includes the following elements: a detailed breakdown of gross and net salary, social security, retirement, and unemployment insurance contributions, tax withholdings, leave balances and accruals, year-to-date totals, and the identification details of the company and the employee. This information is crucial for calculating taxes, justifying income, accessing certain social rights, and in the event of a dispute.

Advantages of keeping pay slips:

• Legal proof of employment and pay: Indispensable in the event of an employment tribunal dispute or an audit.
• Tax returns: Needed to correctly complete your income tax return.
• Administrative procedures: Requested for obtaining loans, housing, etc.
• Protection of rights: Serves as proof for retirement and unemployment benefit entitlements, etc.

Disadvantages of managing pay slips:

• Sensitive personal data: Requires secure, GDPR-compliant storage.
• Complexity of production: Regulations change frequently, making production complex.
• Penalties for non-compliance: Significant penalties can apply for errors or omissions.

Examples of pay slips:

• Monthly pay slip
• Simplified pay slip (format introduced in 2018)
• Final settlement statement (issued when an employment contract ends)

Tips for keeping pay slips:

• Set up a secure digital archiving system with restricted access.
• Consider using specialized payroll software that updates with regulatory changes.
• Ensure confidentiality during distribution and storage.
• File pay slips by employee and by date to make them easier to find.
• Electronic pay slips must meet specific security standards.

Keeping pay slips, classified among the accounting documents to keep, is therefore both a legal obligation and a practical necessity for employers and employees. Good management of these documents helps avoid administrative and legal complications while protecting everyone’s rights. Whether you’re a small business, a sole trader, an e-commerce freelancer, or a growing company, rigor in managing your pay slips is essential.

5. Bank Statements

Bank statements are accounting documents that absolutely must be kept. They constitute official proof of the transactions carried out on your bank accounts and are essential for sound, transparent financial management. In France, keeping them is not only good practice but also a legal obligation. They are essential for justifying your operations to the tax authorities, for example in the event of an audit.

These documents, issued by your bank, trace all movements (deposits, withdrawals, transfers, fees) over a given period. For sole traders, freelancers, and small businesses, they make it possible to reconcile bank data with the accounts, track cash flow, and justify expenses and income.

Characteristics of bank statements:

• Chronological list of all account transactions
• Opening and closing balances
• Transaction references and descriptions
• Transaction dates and value dates
• Bank fees and commissions
• Interest received or paid

Advantages of keeping bank statements:

• Independent verification of financial transactions: Bank statements provide an independent source of information to verify the accuracy of your accounting records.
• Essential for bank reconciliations: Bank reconciliation, a key accounting step, relies on comparing bank statements with accounting entries.
• Detection of errors, fraud, or unauthorized transactions: Regularly reviewing statements makes it possible to quickly identify anomalies and take corrective action.
• Proof of payment to suppliers or from customers: In the event of a dispute, bank statements serve as irrefutable proof of payments made or received.

Disadvantages of managing bank statements:

• Sometimes insufficient level of detail: Some information, such as the VAT breakdown, may not appear on the statement. It is therefore important to keep invoices and other supporting documents.
• Limited availability of digital statements: Banks only keep online statements for a limited time. It is therefore crucial to download and archive them regularly.
• Physical storage of paper statements: Paper statements require physical storage space and rigorous organization to make them easy to consult.

Examples of bank statements:

• Current account statements
• Savings account statements
• Bank card statements
• Loan statements

Tips for managing bank statements:

• Download and back up your digital bank statements monthly.
• Perform monthly bank reconciliations between your statements and your accounting records.
• Organize your statements by account and by date to make them easier to find.
• Consider automated bank feed solutions that integrate with your accounting software. This is particularly useful for e-commerce sole traders and freelancers, small businesses, and multi-platform sellers.
• Keep supporting documents for important transactions linked to entries on your statements.

Keeping bank statements is a fundamental part of accounting management, whether as part of the accounting documents to keep for a small business, a freelancer, or a sole trader. They offer essential traceability for tracking finances and justifying operations, contributing to the peace of mind and compliance of your business. Do not overlook their importance and put in place an efficient organization for archiving and consulting them.

6. Corporate Documents

Corporate documents are essential items to keep carefully, forming an integral part of the “accounting documents to keep.” They represent the full set of legal and administrative documents that prove the existence of a company in France, govern its operation, and trace its history. Keeping them rigorously is not only a legal obligation but also a major asset for managing, protecting, and growing your business. This is particularly important for sole traders, freelancers, and small businesses who need to manage their “accounting documents to keep” effectively.

How it works and why it matters:

These documents trace the life of the company, from its creation to its eventual dissolution. They justify its legal structure, its share capital, the identity of its directors, and the decisions taken by its governing bodies. They serve as legal proof in the event of a dispute, an audit, or a business transaction. For e-commerce entrepreneurs, for example, keeping the articles of association and meeting minutes is crucial to demonstrate the legitimacy of the business and reassure business partners.

Concrete examples of corporate documents:

• Articles of incorporation/bylaws: The founding document of the company, defining its corporate purpose, its capital, and its operating rules.
• Meeting minutes: The written record of decisions made during shareholder or partner meetings. Crucial for transparency and traceability of important decisions.
• Share transfer register: Tracking of transfers of shares or units. Indispensable for companies with multiple partners.
• Annual reports: A summary of the company’s activity and finances over a year. Mandatory for most legal structures.
• Employee register: Mandatory for companies with staff, listing information about employees.
• Official company registration extract (Kbis): An official document proving the company’s legal existence and containing key information (address, activity, directors, etc.).

Advantages (Pros):

• Legal justification of the company’s existence and powers.
• Traceability of decisions made, offering legal protection.
• Indispensable for business transactions and banking relationships.
• Ensures business continuity in the event of a change in management.

Disadvantages (Cons):

• Strict formalities and specific formats to comply with.
• Some documents require notarization.
• Regular updates needed to remain compliant.

Practical tips:

• Keep a dedicated register for corporate documents. A physical binder or a secure digital filing system is recommended.
• Make sure signatures and required formalities are respected for each document.
• Keep backup copies of the company’s founding documents, ideally in a location separate from the original.
• Use a legal professional (lawyer, notary) for major changes to the company’s structure.
• Set up reminders for annual filings and mandatory meetings.

Why are these documents important on the list of “accounting documents to keep”?

Although not directly accounting documents, corporate documents are intrinsically linked to bookkeeping. They provide the legal and structural framework within which the company’s activity takes place. They are necessary for understanding and interpreting accounting data, and for justifying certain financial operations. For example, the articles of association define the share capital, which directly impacts the balance sheet. Keeping these documents properly is therefore essential for sound, transparent financial management, and for meeting legal obligations, particularly toward the tax authorities. This is a crucial point for all types of businesses mentioned in the target audience, from sole traders to growing companies.

Reference bodies:

• Commercial Court Registry (Greffe du Tribunal de Commerce)
• Notaries

In conclusion, meticulously keeping corporate documents is a legal obligation and a guarantee of security for your business. Organized filing and clear procedures will allow you to save time, avoid penalties, and run your business with peace of mind.

7. Commercial Contracts

Commercial contracts are accounting documents that absolutely must be kept. They form the legal basis of your business relationships and have a direct impact on your accounting. These are legally binding agreements between companies, or between a company and other parties (suppliers, customers, partners, service providers), which define the terms and conditions of their business relationships. In French accounting and legal practice, these accounting documents to keep define obligations, prices, delivery terms, payment terms, and other crucial aspects of business operations with financial implications. Keeping them is therefore essential to justify your transactions and protect your interests.

How it works and why it matters:

A commercial contract clarifies the expectations of each party involved in a transaction. It details the products or services provided, each party’s responsibilities, payment terms, and dispute procedures. In the event of disagreement, the contract serves as a reference for resolving the conflict amicably or in court. It is a fundamental element for the legal security of your operations, which is why it is crucial to classify it among the accounting documents to keep.

Main features:

• Detailed terms and conditions: Precise description of each party’s obligations.
• Pricing structures and payment terms: Definition of prices, payment methods, and deadlines.
• Duration and renewal conditions: Specification of the contract’s duration and renewal terms.
• Liability clauses: Delineation of each party’s responsibilities in the event of a problem.
• Dispute resolution mechanisms: Procedures to follow in the event of disagreement.
• Termination conditions: Terms for ending the contract.

Advantages (Pros):

• Legal security: Protects your interests in the event of a dispute.
• Clear expectations: Avoids misunderstandings between parties.
• Dispute prevention: Provides a clear framework for resolving problems.
• Accounting justification: Supports the accounting treatment of long-term commitments.

Disadvantages (Cons):

• Legal expertise: May require a lawyer for drafting and interpretation.
• Regular updates: Requires periodic review to ensure relevance.
• International complexity: Can be complex for international business relationships.

Examples of commercial contracts:

• Sales contracts
• Service agreements
• Maintenance contracts
• Commercial lease agreements
• Insurance contracts
• General terms and conditions of sale (GTC)

Practical tips for retention:

• Organization: Sort contracts by type, party, and expiration date.
• Reminders: Set up reminders for renewal or renegotiation dates.
• Copies: Keep signed originals and digital copies.
• Summary sheets: Create summary sheets outlining the key terms of each contract.
• Management software: Consider specialized software for businesses with a large volume of contracts.
• Amendments: Document all riders and modifications with the same care as the original contract.

When and why use this approach?

From the very start of your business, it is crucial to put commercial contracts in place for all your professional relationships. Whether you are a sole trader, a freelancer, or run a small or large company, keeping these accounting documents is essential for your legal security and accounting management. They will allow you to justify your transactions, assert your rights, and avoid costly disputes. Do not neglect this crucial aspect of your administrative management.

8. Business Expense Receipts

Business expense receipts are accounting documents that absolutely must be kept. They serve as proof and detail the expenses incurred as part of your professional activity. In France, these receipts are indispensable for justifying the business nature of expenses, supporting deductions on tax returns, and maintaining transparent accounting. They make it possible to justify accounting entries and are an integral part of the accounting documents to keep. Their importance is crucial, particularly for sole traders, freelancers, and small businesses looking to optimize their accounting management.

They can take various forms, from a simple till receipt to a more formal invoice. Keeping these accounting documents to keep is a legal obligation and a guarantee of peace of mind in the event of a tax audit.

Key features of a business expense receipt:

• Date and time of purchase: Precise and legible.
• Vendor identification: Name, address, and possibly SIRET number.
• Detailed description of goods or services: The more precise the description, the better. Avoid vague wording.
• Amount paid, including VAT: Breakdown of the VAT collected.
• Payment method: Cash, card, check, transfer, etc.
• Statement of business purpose: Clearly indicate how the expense relates to your business. For example, “Client lunch - Project X” or “Office supplies - Website creation.”

Advantages of keeping receipts:

• Justification of tax deductions and reimbursement claims: Essential for minimizing tax and recovering VAT.
• Audit trail for financial transactions: Makes it possible to trace expense history and facilitates audits.
• Simplified expense report and reimbursement management: Saves time and improves efficiency.
• Tracking spending habits and staying within budget: Helps control costs and optimize finances.

Disadvantages of managing paper receipts:

• Fading of paper receipts over time: The ink can fade, making the information illegible.
• Risk of loss or damage: Till receipts are small and fragile.
• Difficulty of organization: The volume of receipts can quickly become large and hard to manage.

Examples of business expense receipts:

• Expense reports
• Till receipts
• Card payment slips
• Fee receipts
• Travel receipts (train tickets, plane tickets, etc.)
• Business meal invoices

Practical tips for efficient management:

• Digitize receipts using OCR technology: Allows you to store receipts digitally and makes them easier to find.
• Note the business purpose directly on the receipt at the time of purchase: A good practice to avoid forgetting.
• Organize receipts by date, expense category, or project: A clear organizational system is essential.
• Use dedicated expense management applications: Several solutions exist on the market to simplify expense report management.
• Set up a consistent filing system for physical receipts: Choose a method that works for you and stick to it.
• Regularly review expense policies to ensure compliant documentation: Stay informed of legal changes and adapt your practices.

For both beginner and experienced entrepreneurs, properly managing business expense receipts is a crucial element of success. Whether you’re a multi-platform seller, a service provider, or a digital product creator, methodically keeping these accounting documents to keep will allow you to optimize your management, reduce your accounting costs, and make your tax returns easier. A significant saving of time and energy so you can focus on what matters most: growing your business.

Comparison of the 8 Types of Accounting Documents to Keep

Document type	🔄 Implementation complexity	⚡ Resources required	📊 Expected results	💡 Ideal use cases	⭐ Key advantages
Accounting books	Medium (regular maintenance required)	Medium to high (storage, updating)	Complete, traceable transaction history	Daily financial tracking and legal obligations	Traceability, tax audit support, error detection
Customer and supplier invoices	Medium (strict compliance with standards)	Medium (digital management recommended)	Official proof of business transactions	VAT management, sales/purchase tracking	Legal proof, VAT management, proof of relationship
Tax returns	High (regulatory complexity)	Medium to high (expert support advisable)	Tax compliance, basis for tax calculations	Periodic tax filings	Tax security, official basis for taxation
Pay slips	High (strict, evolving regulations)	High (specialized software often needed)	Proof of pay and social rights	Payroll management, proof of employment	Legal proof, protected employee rights
Bank statements	Low to medium (standard bank document)	Low to medium (digitization recommended)	Independent verification of bank transactions	Bank reconciliation, proof of payment	Third-party proof, bank/accounting cross-check
Corporate documents	Medium (legal and administrative formalities)	Medium (retention and regular updates)	Legal proof of structure and governance	Company creation/management	Legal proof, organizational continuity
Commercial contracts	Medium to high (legal drafting required)	Medium (secure management and archiving)	Legal security of business relationships	Business relationships, contractual obligations	Security, dispute prevention, clarity of commitments
Business expense receipts	Low to medium (organization required)	Low to medium (digitization recommended)	Justification of tax-deductible expenses	Expense management, tax audits	Tax substantiation, simplified reimbursements

Simplify Your Accounting Management with Bizyness

Keeping the right accounting documents is essential for your company’s financial health, whether it’s your accounting books, customer and supplier invoices, tax returns, pay slips, bank statements, corporate documents, commercial contracts, or business expense receipts. Mastering the retention of these documents, in line with current regulations, not only minimizes the risk of penalties in the event of a tax audit but also gives you a clear, precise view of your financial situation. This overview is essential for making informed decisions, optimizing your management, and effectively steering the growth of your business. Beyond simplified accounting management, for those looking to optimize their growth, automation can also extend to other key areas of your business. For example, to boost customer acquisition, tools exist to automate lead generation and thereby automate prospecting (source: 7 Brilliant Ways to Automate Lead Generation for Growth from Fluar).

Ultimately, effective management of the “accounting documents to keep” contributes to the peace of mind and long-term success of your business. Save time and gain peace of mind: simplify the management of your accounting documents with Bizyness. Our platform lets you centralize, organize, and archive all your important accounting documents securely and in compliance with regulations. Discover today how Bizyness can help you optimize your accounting and focus on what matters most: growing your business.