Simplified Invoice Template
Simplified invoice template for small transactions under EU thresholds, with reduced mandatory fields and compliance notes.
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When to Use This Template
A simplified invoice is the right choice for low-value domestic transactions where issuing a full VAT invoice would be unnecessarily burdensome. If you run a small retail operation, provide quick services, or handle a high volume of small-ticket sales to other businesses, simplified invoicing saves time while keeping you compliant.
The EU VAT Directive (Article 238) allows member states to permit simplified invoices for transactions below a certain threshold. The most commonly cited limit is EUR 400, but each country sets its own rules. Germany uses EUR 250, the Netherlands allows up to EUR 100, and some countries have higher limits. Before relying on simplified invoicing, check the specific threshold in your country, because issuing a simplified invoice when a full invoice is required can cause problems for your customer’s VAT deduction.
The key advantage of a simplified invoice is the reduced information requirement. You do not need to include the customer’s name, address, or VAT number. You also do not need to show the net amount and VAT amount separately, as long as the total and the VAT rate are clear. This makes simplified invoices practical for point-of-sale scenarios, small consulting jobs, or quick repair services where collecting full customer details is impractical.
Key Fields to Include
- Your business name and address
- Your VAT identification number
- Invoice date
- Sequential invoice number
- Description of goods or services provided
- Total amount including VAT
- The applicable VAT rate (or rates, if multiple apply)
- Quantity of goods or extent of services (where relevant)
Tips
- Even though the customer’s details are not required, include them if you have them. It helps with record-keeping and makes the invoice usable as a full invoice if needed.
- Do not use simplified invoices for cross-border transactions, exempt supplies, or reverse charge scenarios. These always require a full VAT invoice.
- If your customer specifically requests a full VAT invoice, you must provide one regardless of the transaction amount.
- Some accounting software defaults to full invoices. Check your settings to ensure you have a simplified invoice option to avoid over-collecting customer data on small sales.
- Keep simplified invoices in your records for the same retention period as full invoices, typically 7 to 10 years depending on your country.
Frequently Asked Questions
When can I issue a simplified invoice instead of a full invoice?
In most EU member states, you can issue a simplified invoice when the total amount including VAT does not exceed EUR 400 (though some countries set lower or higher thresholds, such as EUR 250 in Germany or GBP 250 in the UK). The transaction must also be domestic, not cross-border.
What fields can I leave out on a simplified invoice?
A simplified invoice does not require the customer's name and address, or separate net and VAT amounts. You must still include your name and VAT number, the invoice date, a description of the goods or services, and the total amount including VAT with the VAT rate.
Can a simplified invoice be used for cross-border EU transactions?
No. Simplified invoices are only permitted for domestic transactions. Any cross-border supply within the EU requires a full VAT invoice with both parties' VAT identification numbers.