Glossary · Invoicing & quotes

Paid invoice: meaning and use

5 min read · Updated on 1 July 2026

Definition A paid invoice is an invoice that explicitly states its amount has been fully settled by the customer. It serves as **proof of payment** for the customer (e.g. for expense reimbursements, tax deductions or administrative procedures) and for the seller (proof of debt settlement).

The full entry

The essentials in brief

Acquitted invoice = invoice + "paid on ... by ..." note = proof of payment.
Not to be confused with a receipt: it is the same accounting invoice, simply marked as paid.
Details required: amount paid, payment date, method (card, transfer, cash, cheque), seller’s signature/seal recommended.
Not a new accounting invoice: does not generate additional entries, does not modify VAT.
Typical use cases: employee expense reports, insurance reimbursements, individual tax deductions, administrative justification.

I What is a paid invoice us...

What is a paid invoice used for?

For the customer (payer):

Business expense claims: an employee who paid for a business meal asks the restaurant for a paid invoice to be reimbursed by their employer. Without the "paid" note, the employer cannot confirm the invoice was settled.
Individual tax deductions: for home services (50% tax credit), charitable donations (66% reduction), actual professional expenses — proof of payment is required.
Insurance reimbursements: car, home or health insurance. The insurer requires a paid invoice to process the claim.
Administrative procedures: supporting document for grants, approvals or funding applications.

For the seller (issuer):

Proof of debt settlement: in case of dispute, the "paid" note on the invoice serves as proof of payment (provided it is signed/sealed).
Enhanced customer service: providing a paid invoice instead of a simple receipt improves the customer experience (especially for tradespeople, restaurants, freelancers).

For the tax authorities:

No accounting difference between a standard invoice and a paid invoice — the paid invoice is the same accounting entry, simply documented as settled. For VAT and financial results, it is identical.

proof in a single document: the commercial transaction + the payment

10 years

retention period, for both seller and professional customer

1 000 €

beyond this, add the bank reference or transaction number

II How to add the "paid" not...

How to add the "paid" note to an invoice

The "acquittée" (paid) note can be added in several ways:

Method 1 — Handwritten note + signature/seal (most common in physical retail)
On the printed invoice, the seller writes by hand:

Invoice paid on [DD/MM/YYYY] by [payment method]
Signature: [manual signature]
Company seal: [stamp]

Method 2 — Automatic generation by software (most common in B2B/SaaS)
Once payment is recorded, the invoicing software automatically marks the invoice as "paid" and generates a PDF version with the note "Paid on DD/MM/YYYY — Payment method: bank transfer — Reference: VIR-2026-001". The customer can download this PDF directly from their account.

Method 3 — "Paid" stamp on paper invoice
A dedicated "PAID on ___ by ___" stamp applied at the time of payment. Practical for small businesses, restaurants, and artisans receiving in-store payments.

Required details for it to be valid as proof of payment:

"Acquittée" or "Paid" note
Exact payment date
Payment method (cash, cheque no., card, bank transfer)
For amounts > €1,000: bank reference or transaction number
Manual signature OR company seal (with "seen, approved for payment" note)

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III Frequently asked questions

Answers to the questions we get asked most.

Can a seller refuse to provide a paid invoice to a customer?

Legally, the seller is not required to add the "acquittée" note—they can simply provide a separate receipt or payment notice. However, in practice, refusing to do so is commercially unwise and creates administrative difficulties for the customer. For B2B, it is even expected: the customer cannot reclaim expenses without a paid invoice. Any well-organised SME automatically provides a paid invoice upon payment.

Does a paid invoice have more legal weight than a receipt?

Yes, significantly. A paid invoice combines two proofs in one document: proof of the commercial transaction (description, amount, VAT) + proof of payment (date, method). A simple receipt only proves payment, without commercial context. In tax audits or URSSAF checks (expense claims), a paid invoice is systematically required; a receipt alone is often rejected.

How long should paid invoices be kept?

10 years for the seller (Article L.123-22 of the French Commercial Code) and 10 years for professional customers (Article 102 B of the French Tax Procedure Book). For individuals: 3 years for routine service invoices (rent, utilities, telecoms), 10 years for significant invoices (renovations, purchases > €1,000, insurance premiums). Digital storage has been permitted since 2017 if the system complies with NF Z42-013 or equivalent standards.

What is a paid invoice used for?

How to add the "paid" note to an invoice

What if a tool handled this for you?

Answers to the questions we get asked most.

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