Invoices are considered to be the most common form of confirmation of a transaction. That is why every company, regardless of its size and type of business, should know how to do it properly. Thanks to this, all contractors will be satisfied and willing to continue cooperation. It is also important because if you enter bad data, the document will cease to be an invoice. This is why it is so important to avoid mistakes. An invoicing program can help us to do this.
The most important rules of a correctly filled-in invoice
In the case of an invoice, we should remember that the most important thing is what information we include in it. This allows us to determine what type of VAT invoice is appropriate. It is also very important to issue the document in two copies, one of which is given to the issuer and the other to the buyer. We must also not forget that there are rules stating that a taxpayer must issue an invoice by the 15th day of the month that follows the month of sale. However, let us point out that there are a few exceptions. First of all, it concerns construction services, book printing, but also supply of heat or electricity.
What information should the VAT invoice contain?
Each duly completed VAT invoice must contain certain information. Only in this way will it be considered as correct. Otherwise, this document cannot be called an invoice. Therefore, let's pay attention to the most important information that should be on the invoice:
- The date of the invoice,
- Document number,
- Personal data or name of the seller and buyer,
- Correct name of the product sold or service provided,
- A specific number of products or scope of service,
- Net price of the product or service,
- The amount of rebates accrued,
- Tax rate,
- Total amount of receivables.
What are the benefits of electronic invoices?
The pressure to fill all invoices correctly is high, so it is worth looking for solutions that will facilitate this process. An online invoicing program can help in this. Thanks to it, only a few mouse clicks are enough to cope with this stressful task. However, let's remember that simplicity is not the only benefit of this electronic invoicing.
It is worth mentioning that in 2013 there has been a change in the regulations that apply to online invoicing. Thanks to them electronic invoices are treated in the same way as paper versions of this document. This should be understood in such a way that after receiving it, the same rights and obligations arise. It is also important that consent to receive an electronic invoice is still required. However, if such a document is sent to the purchaser and the purchaser does not send information with disagreement, the electronic version is assumed to be sufficient.
Big time and money savings
Issuing a paper version of the invoice entailed additional costs which were related to sending documents. It was therefore necessary to pay for postage stamps and envelopes. In the case of an electronic invoice, both the buyer and the seller profit. It is worth remembering that it does not only involve money, but also time savings. Moreover, online versions allow for automatic posting of transactions in the accounting system. Thanks to this, information flows between both parties faster.
Environmental protection and a positive corporate image
Printing invoices has always involved the need to use a large amount of paper. According to various data, about 1.5 billion invoices are issued each year in Poland. As a result, 255 trees must be cut down. Therefore, the choice of electronic invoices may have a real impact on improving the quality of the natural environment. Besides, the use of modern technologies combined with thinking and acting for the benefit of ecology is always perceived positively. Thanks to this, the company is perceived as responsible, which influences the formation of a favourable image in the environment.