Identify the supplier and customer
Use the correct business names and addresses. Include VAT identification numbers when required for the transaction, particularly where the customer’s tax status affects treatment.
Use a unique invoice reference and clear dates
Show a unique sequential invoice number, issue date and the supply or service date when it differs. These fields make the document traceable in both businesses’ records.
Describe the goods or services
List what was supplied, the relevant quantity or period, the net amount and any discount. The description should be specific enough to connect the invoice with the underlying agreement or completed work.
Show VAT treatment and totals
Where VAT applies, show the applicable rate, taxable amount and VAT amount clearly. If a special treatment, exemption or reverse-charge mechanism applies, obtain professional guidance on the wording and evidence required.
Keep the invoice and supporting record
Store the final invoice with payment history and related client information. Klarvo supports VAT fields and PDF invoices, but the person issuing the invoice remains responsible for checking the treatment. See the VAT invoice generator workflow.