How to generate an invoice

This article covers :

• How to generate an invoice
• A memo covering the basic points about invoicing
• Legal information on invoicing

How do I generate an invoice?

Since the introduction of NF525 certification in May 2024 concerning the inalterability of invoices, here is the procedure we recommend for generating your invoices:

1. Go to the file to be invoiced.
   
   
2. Check the data entered on the file and the assignments by opening the Proforma "Generate and check the Proforma".
   
   
   
   
3. Modify the necessary information until the Proforma complies with :
    
   1. The fee schedule applicable to the client or the fee agreements agreed for the assignments contained in the file.
      
      
   2. The assignments valued. To help you, you can use the "non-valued engagements" filter to isolate engagements that do not contain rates:
      
      
      
   3. Information provided by the customer:
      
      1. correct customer invoiced,
      2. file reference filled in if necessary,
      3. references for each assignment filled in if necessary.
         
         As a reminder:
         • The client mentioned on the invoice will always be the person or entity paying for the service. If the client on the file is not correct, you can change the client on the file by following this procedure BEFORE generating the invoice.
           
         • Only the invoice template cannot be checked on the Proforma. To check the invoice template, go to "Manage invoice".
      4. Click on "Generate invoice" and complete the information provided if it is not exhaustive.
         1. In the form header, the software automatically displays the next invoice number and lets you choose the invoice date.
         If you change this information, you will need to explain why.
   4. Check the invoice template by clicking on "Manage invoice" in the top right-hand corner.
   5. In the rest of the form, you can confirm or modify :
      
      1. The file reference
      2. The address that will be displayed on the invoice.
   6. The final step is to check and validate the invoice.
4. Your invoice has been created and you can :
   
   1. Download it,
   2. Send it by email to your customer,
   3. La soumettre dans Choros Pro (pour les factures payés par un organisme public français), See Chorus Pro option.
   4. Find it in "Invoicing > Invoices".

To remember:

• Invoice numbers are generated automatically by a sequencer. If the number proposed does not correspond to what it should, contact support for analysis and rectification.
• Invoices and credit notes are unalterable; no changes can be made once they have been generated, with the exception of the billing address.  
  
  
• There is no possibility of relaxing the conditions described above, even for users located in countries not subject to French law.
• If the assignments in the file are modified after the invoice has been generated, then the invoice will always contain the details of the assignments as they were when the invoice was generated and not the modified assignments.
  
  
• Even the template will be frozen, so be sure to click on "Manage invoice" before validating the invoice if you need to modify it.
  
  
• If you change the customer's address after generating the invoice, the accounting account attached to the invoice will remain that of the initial customer associated with the file.
  
  
• Any modification or cancellation requires you to generate a credit note and then create a new file to generate a new invoice. Follow this guide to generate a credit note.
  You can duplicate the initial file in the "invoice only" type to create the new invoice.

Question certification et loi applicable :

• In case of doubt, before doing anything, ask your accountant for information, as he or she knows what is required to keep track of your accounts.
  The WAY-Plan support team will then help you to follow your accountant's recommendations.
• Since version 1.29 of WAY-Plan was implemented in May 2024, the software has complied with the French law https://bofip.impots.gouv.fr/bofip/10691-PGP.html/identifiant%3DBOI-TVA-DECLA-30-10-30-20210519#B._Logiciels_ou_systemes_de__23 defining the 4 conditions to be met called ISCA (Inalterability, Security, Retention, Archiving).
  
  
• In the event of a tax audit, download the WAY-Plan compliance certificate available in the "Invoicing/Invoices" menu, then "Individual compliance certificate".