What Needs to Be on a Valid Invoice in Europe
A comprehensive guide to the legal requirements for invoices across Europe, including VAT, numbering, and mandatory fields.
What Needs to Be on a Valid Invoice in Europe
Whether you're a freelancer in Berlin, an auto-entrepreneur in Paris, or a ZZP'er in Amsterdam, getting your invoices right is non-negotiable. An invalid invoice can delay payments, trigger tax audits, and cost you money in fines.
Here's everything you need to include on a legally compliant European invoice.
The 10 Mandatory Fields
1. Unique Invoice Number
Every invoice must have a sequential, unique number. You can't skip numbers or reuse them. Most EU countries require unbroken sequences (e.g., INV-001, INV-002, INV-003).
Tip: Saldo auto-generates sequential invoice numbers for you, so you never have to worry about gaps.
2. Invoice Date
The date the invoice was issued. This determines which VAT reporting period (quarter) the invoice falls into.
3. Your Business Details
- Full legal name or trading name
- Business address
- VAT identification number (if VAT-registered)
4. Customer Details
- Full name or company name
- Business address
- VAT number (required for B2B transactions within the EU)
5. Description of Goods or Services
Be specific. "Consulting" is not enough — describe what you consulted on, the time period, or deliverables.
6. Quantity and Unit Price
List each line item with its quantity, unit price, and total. Group related items logically.
7. VAT Rate and Amount
For each line item, show:
- The applicable VAT rate (e.g., 21%, 9%, 0%)
- The VAT amount in the invoice currency
8. Total Amount (Net + VAT)
Show both the net amount (before VAT) and the gross amount (including VAT) clearly.
9. Payment Terms
Include your payment deadline (e.g., "Due within 30 days") and accepted payment methods.
10. Currency
If invoicing in a currency other than your country's default, state the currency clearly and include the exchange rate.
Country-Specific Requirements
| Country | Extra Requirement |
|---|---|
| 🇩🇪 Germany | Must be GoBD-compliant — invoices must be stored unalterably for 10 years |
| 🇫🇷 France | Must include SIRET number; e-invoicing mandatory for B2B by 2026 |
| 🇳🇱 Netherlands | KVK (Chamber of Commerce) number required |
| 🇪🇸 Spain | Modelo 303 quarterly VAT return references; NIF/CIF required |
How Saldo Helps
Saldo's WYSIWYG invoice editor automatically includes all mandatory fields for your market. Just fill in the details, and we handle the formatting, numbering, and compliance.
Ready to create your first compliant invoice? Get started for free →