How to make a self-employed invoice: Complete guide to simplify your invoicing

In the world of freelancers, knowing how to make a self-employed bill correctly is essential to comply with tax obligations and maintain a professional relationship with customers. While the process may seem complicated at first, knowing the necessary elements and some tricks can make the task much easier.

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In this article, you will learn all the details about the electronic invoicing for the self-employed, from legal requirements to how to issue invoices for sporadic work, in compliance with current regulations.

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What is a self-employed bill and why is it important?

The Self-employed bill is a document that reflects the provision of a service or the sale of a product by a self-employed worker.

This document is crucial because It serves to justify income and expenses before the Tax Agency and allows the customer to deduct the corresponding VAT.

Issuing a correct invoice is essential to avoid legal and fiscal problems, especially for freelancers who work on a regular basis. In addition, with the entry into force of the Electronic Invoicing Act, is mandatory for self-employed workers to bill To companies or public administrations to issue their invoices in digital format through specific platforms. This ensures transparency and traceability in transactions.

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Legal requirements for a self-employed invoice

For which a Is the self-employed invoice valid, must comply with certain mandatory elements under current legislation.

These are the data that cannot be missing in each of your invoices:

• Issuer details: Full name, address and tax identification number (NIF).
• Customer Data: Name, address and NIF of the recipient of the invoice.
• Invoice number: Each invoice must have a unique number that follows a correlative numerical series.
• Date of issue: The date the invoice is issued.
• Description of the service or product: Detailed explanation of the service provided or product sold.
• Tax base: Amount before VAT is applied.
• Type and amount of VAT: Specify the VAT percentage applied and its value in euros.
• Personal income tax withholding (if applicable): In some cases, such as when companies or professionals are invoiced, personal income tax withholding must be applied.

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With the Electronic Invoicing Act, it is important to use software that guarantees the authenticity and integrity of the content, as well as the digital preservation of invoices. This allows for quick and secure access to invoices in the event of an inspection.

We'll tell you more about how an electronic invoice should be made.

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Step by step: How to make a self-employed bill

Make one Self-employed billing may seem complicated at first, but once the process is understood, it becomes a routine task.

Here's how to make a self-employed bill step by step:

1. Identify the required data: Make sure you have all the data about the customer and the service provided.
2. Create an invoice number: This number must be unique and follow a correlative series.
3. Indicate the date of issue: The date is essential to determine the fiscal period in which the invoice is included.
4. Describe the service or product: Detail what you sold or what service you provided, the quantity and the unit price.
5. Calculate the tax base and VAT: The corresponding VAT rate and, if necessary, the withholding of personal income tax apply.
6. Total the bill: Add up all the concepts and detail the total amount to be paid.

For those who just need Issue invoices on an occasional basis, as in the case of a Sporadic work, the process is the same, but it is recommended to consult with a tax advisor to avoid problems with the Tax Agency and ensure compliance with the regulations of electronic invoicing.

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Billing and reporting of sporadic work

Although Being self-employed implies being discharged in the Special Regime for Self-Employed Workers (RETA), there are some considerations for the billing of sporadic work.

In general, There is no specific amount to bill without being registered as self-employed, but the habit of the activity is key.

La Electronic Invoicing Act does not exempt those who do odd jobs from issuing digital invoices, if the customer requires it.

• How to declare odd jobs: If you do casual work, you must include income in your income tax return, ensuring that you comply with tax obligations. In addition, you may be required to issue electronic invoices if the customer is a company or public administration.

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Common mistakes when making a self-employed invoice and how to avoid them

There are common mistakes that can lead to tax problems. Some of the most common include:

• Omit customer or issuer details: It is essential to include all the identifying data of both the freelancer and the customer.
• Invoice number errors: Failure to follow a correlative numbering may result in fiscal inconsistencies.
• Misapply VAT: Knowing what type of VAT applies to each service or product and specifying it correctly on the invoice is crucial.
• Do not apply personal income tax withholding (when appropriate): If you don't apply adequate withholding, you could face problems reporting your income.

To avoid these problems and to comply with the Electronic Invoicing Act, it is recommended use digital tools that automate the billing process and guarantee the validity of invoices.

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Benefits of using digital tools for billing

The use of digital tools makes it easier to create invoices, especially for those self-employed who issue several per month.

While there are a lot of options on the market, personal experience with some of these tools can make a difference.

For example, Use a tool like Taclia allows you to create electronic invoices in a simple way, ensuring that legal requirements are met and that all invoices are securely stored.

This speeds up the process considerably and helps to avoid manual errors.

Conclusion

Know how to make a self-employed bill correctly It is essential to maintain the legality of your activity and ensure a good relationship with your customers.

From knowing the legal requirements to take advantage of digital tools and adapt to the Electronic Invoicing Act, every step counts to simplify the process.

Whether you bill sporadically or regularly, it's essential to be well informed to avoid tax problems and optimize your management as a freelancer.

With the right resources, billing becomes a simpler task, allowing you to focus on what really matters: your work.

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