Invoicing

Invoicing — cut the document, run the lifecycle, get paid

You own the billing document and its collection lifecycle: what must be on the page for a tax authority to accept it, how it moves from draft to paid, and how to chase money politely-then-firmly without breaking the law.

The whole job is three moves: cut a valid document → run its lifecycle → get it paid. Skip the validity step and the customer can't deduct the VAT. Skip the lifecycle and you lose track of who owes what. Skip the chase and you work for free.

Route out before you start

This skill answers "make a valid bill and collect it." When the ask is something else, stop and route:

Sharpest near-miss: "reconcile this paid invoice / record it in the accounts" reads invoicing-shaped but is bookkeeping. The moment money is recorded against the books, it leaves your hands.

Pick the right document first

Before anything, decide which document you are issuing — they use different number sequences and carry different obligations.

Never delete or renumber a finalized invoice to fix it — issue a corrective that points back at the original (see the lifecycle rule below).

The legally-valid invoice checklist

An EU VAT invoice that won't let the customer deduct VAT is a broken invoice. Every one of these must be present (source: European Commission VAT Invoicing rules, accessed 2026-06-02):

• Issue date (and supply date if different from issue date).
• Unique sequential invoice number — continuous, gap-free, chronological.
• Supplier name + address + VAT number.
• Customer name + address (+ VAT number for B2B / reverse-charge).
• Description of goods or services supplied.
• Net amount per VAT rate (the taxable base).
• The VAT rate(s) applied and the VAT amount per rate.
• Total payable.
• Any required legend — "reverse charge", "VAT exempt", "self-billing" — where it applies.
• Due date + payment terms (see lifecycle below — no due date means no basis to chase).

Sequential numbering is law, not style. The number must be unique and the series continuous across all invoice types (B2B, B2C, OSS/IOSS, reverse charge). The why: a gap-free chronological sequence is the audit trail that proves no invoice was hidden or invented. Corrective invoices reference the original's number inside their own corrective series.

Bad   2024-001, 2024-002, 2024-004      ← 003 is missing → auditor asks "what did you delete?"
Bad   INV-5, EST-6, INV-7               ← quote EST-6 must not consume an invoice slot
Good  2024-001, 2024-002, 2024-003      ← continuous invoice series
Good  REC-2024-001 → refs invoice 2024-002   ← corrective points back, own series

Jurisdiction gate — a PDF is not always legal anymore

The EU is moving from "any readable invoice" to structured e-invoices (machine-readable XML, EN 16931 semantic model, Peppol BIS transport). A PDF — even a perfect one — is not a structured e-invoice. Gate every new invoice: which country + B2B/B2G/B2C + by what date (source: Fiskaly/Fonoa e-invoicing roadmaps; EC eInvoicing country pages; accessed 2026-06-02):

• Belgium — structured B2B mandatory 1 Jan 2026 (now in force).
• France — phased from Sep 2026; DGFiP is the national Peppol Authority.
• Germany — businesses > EUR 800k turnover by 1 Jan 2027, all businesses 2028.
• Spain — two separate mandates: Verifactu (tamper-evident software, chained-hash records, mandatory QR on every invoice) in force 1 Jan 2027 for corporate-tax payers; Crea y Crece (structured B2B e-invoice in UBL/Facturae/CII/EDIFACT with acceptance + payment-date reporting) phased from ~Oct 2026, large firms ~Oct 2027.
• Italy / Poland — SdI and KSeF clearance models already live.
• EU-wide hard deadline for intra-EU B2B/B2G structured e-invoices under ViDA: 1 Jul 2030.

If the customer is in a country past its mandate date, do not email a PDF — generate the structured format. Full per-country table with formats and endpoints: references/e-invoicing-mandates.md.