Invoice template for sole traders

Whatever the size of your sole trader (micro-entrepreneur) business, you must invoice every service you provide in compliance with the rules so your document is legally valid. To do this, you can download online (by creating a free 15-day Bizyness account) or build an invoice template for sole traders from scratch in Excel. Once the template is saved, it should be converted to a PDF invoice to make it easier to send and to ensure correct display on your client’s side. Bizyness offers you an invoice template for sole traders in this article to save you time, but if you’d like to choose from several free templates, please create a free 15-day Bizyness invoicing account — the process is quick, just send us your email. We also offer invoice examples in Word, Excel and PDF format.

Invoice template for sole traders

Any activity, whether selling goods or providing services, must be invoiced properly to your client. The standard invoice for a sole trader shares the same features as one issued by any other business structure. It’s therefore essential to recap your obligations.

When preparing your Excel invoice template, you need to include all the mandatory information for sole trader invoicing so your document is legally valid. If you use Bizyness software, it will help you never forget them, as they are automatically inserted into your template.

• A header on your document stating the word “Invoice”.
• Your identity with your name and full contact details.
• Your SIREN number, followed by the mention: registered with the RCS or RM of the city of X. (If your sole trader business is being registered, state “SIREN pending assignment.”)
• etc. —> see the dedicated article on mandatory invoicing information.

Free downloadable sole trader invoice example

Click here to download a free sole trader invoice template in Word format.

Tax legislation is very strict when it comes to invoice numbering. Following these rules lets you keep impeccable accounts in the event of a tax audit and protects you against any complaint from your client in the event of a dispute. It also helps you keep your revenue ledger up to date, as required by law, and to assert your rights against any late-paying clients. That’s why you should set up a fixed sole trader invoicing example from your very first invoice and maintain it throughout the year.

If you only need to issue a few invoices during a financial year, your bookkeeping is fairly easy to follow. On the other hand, if your business requires you to issue a large number of invoices, your organization needs to be flawless to avoid mistakes. You can turn to professional invoicing software that guarantees a foolproof invoice template while saving you time.

Numbering obligations

Your numbering system must include a unique number that follows a continuous chronological sequence. Concretely, your invoice template must:

• carry a number;
• follow an increasing numbering, with no gaps in the figures;
• respect chronological order.

If your invoice runs over several pages, the number must be shown on each page. You need to state the page number and the total number of pages using an n/N format.

Numbering your sole trader invoices

If your invoice has 4 pages, the page numbering at the bottom will read: 1/4, 2/4, 3/4 and 4/4.

How to set up a numbering example for your invoice

You need to design an invoice template for micro-businesses that must then be followed consistently throughout the year. You can change your template, but only at the start of a new calendar year and never mid-year.

The most basic numbering method is a simple sequential series, i.e. numbers that follow one another: 1, 2, 3, 4, 5, 6, 7, 8, etc. You don’t have to start with invoice no. 1, but it’s recommended. You can only reset your numbering at the start of a new year.

You can add time-based prefixes to better identify your invoices. For example, you can add the year and the month.

Finally, you can distinguish between different types of clients by adding another prefix. This is especially useful if you work, for example, with both individual and business clients, or if you offer very different services. This lets you allocate your invoices more precisely and more easily identify which sectors are most profitable and where you achieve your best margins.

Practices strictly forbidden in invoice numbering

• Two invoices must never carry the same number. If you need to cancel an invoice or change its amount, you must issue a corrective invoice or a partial or full credit note.
• You cannot assign a recent number to an old invoice that was actually issued before your most recent invoices.
• Skipping a number is forbidden.
• You cannot set a number aside to use it later.

Our free sole trader invoice templates

We offer a choice of invoice template for sole traders that suits your needs, free to download. You must make sure that all the mandatory information mentioned above is present. If you’d like a version without a watermark, we recommend creating a free 14-day Bizyness account, which lets you create unlimited invoices quickly using a ready-made template.

It’s then up to you to personalize your invoice example. Add the details specific to your business that are useful to your client. You can also take some time to make your invoice more visually appealing, with typography and colors that match your brand.

A template for paper or digital invoices?

Our invoice templates let you issue your clients a printed paper format or a digital format, for example by e-mail. You don’t have to digitize your invoices, although this is the most practical solution for keeping your books. However, if you visit a client’s premises and want to invoice them as soon as your service is finished, you can use manual invoicing.

In that case, you must make sure all mandatory information appears on your invoice. Using software helps you avoid forgetting any information, prevents lost invoices, and makes storage and emailing easier.

A laptop lets you finalize the invoice on-site at your client’s premises. You can then send it to them instantly by email or hand over a paper copy if you have a portable printer.

For practical reasons, we recommend trying software like Bizyness.

Terms and Conditions of Sale

When you download your sole trader invoice template, take the opportunity to also download the Terms and Conditions of Sale, which set out in detail the terms of the commercial exchange. You should personalize them to fit your business.

The Terms and Conditions of Sale act as a contract, and it would be unwise to neglect them. In the event of a dispute with a client, they provide valuable recourse that protects you against non-payment and unwarranted claims.

Sole trader invoice template in Excel or PDF format?

Here is a sole trader invoice example to download in Excel format. Once your sole trader Excel invoice template is filled in, you need to convert your document into a format readable by all of your clients. A sole trader invoice in PDF is the most recommended option, as it works on every operating system, the most common being Windows and Linux for PCs, and Mac OS for Apple computers. The PDF file is lightweight, making it easy to send by email without cluttering up your computer or your client’s, unlike documents that eat up storage space.

If you send your invoice in Excel format, you run the risk that your file’s layout won’t be preserved. When sent by email and opened on different systems, fonts, colors and sizing can come out wrong, making the document unreadable.

How to convert your Excel invoice to PDF format

—> Click to download a sole trader invoice example in PDF. If you use professional invoicing software, conversion to PDF format is automatic. Once you’ve filled in all the fields on your invoice, simply click “issue your invoice”, or the equivalent option, to have your document converted.

If you’re starting from an Excel invoice template, it’s very simple to convert it into a “sole trader PDF invoice template” without needing advanced computer skills. There are at least three simple solutions.

• Starting from your Excel document, select the “save as” or “save a copy” function from the “file” menu. You’ll then have a range of formats available in a drop-down menu, including PDF.
• You can also download software that lets you convert your files. There are many versions available (Microsoft Print To PDF, PDF Creator, etc.), and for this basic function they are free. Simply open your Excel document, click “print”, and select the conversion application from the printer menu.
• You can also use free online converters, where you just need to upload your file and start the conversion. You can then extract your PDF invoice without even having to sign up on the site, so you don’t have to give out your email address.

Avoiding falsification of your PDF invoice

When you receive a PDF, you cannot directly edit its content. The computer reads it as an image, which prevents your layout from being altered. However, forgery is always possible with basic computer tools available to anyone.

A client may falsify your invoice for several reasons: they may want to make it invalid by removing information so they don’t have to pay it, or they may alter the amounts to reduce their bill or to commit VAT fraud.

In any case, your bookkeeping needs to be well kept so you can prove your good faith. On their side, your client is exposed to criminal penalties, which can include imprisonment and fines.

Bookkeeping takes up a significant share of a business owner’s time. It’s well worth setting up an efficient standard invoicing system for sole traders, or using professional software, so you can free up time to focus on growing your business.