Le quote for self-employed individuals A written estimate is an essential business document that details a service or sale before it is carried out. Even for self-employed individuals, this written estimate secures the relationship with the client, sets the price and conditions, and serves as the basis for invoicing.
This guide explains when this document is mandatory, what information to include, how to handle non-applicable VAT and the right of withdrawal, and offers a free template to download to estimate your assignments without error.
Is a quote mandatory for a self-employed individual?
The law does not systematically mandate this estimate, but it remains strongly recommended. It is required for certain services (construction, repairs) or whenever the amount exceeds a regulatory threshold. Failure to provide an estimate when legally required makes the self-employed individual liable to a fine.
Beyond the legal aspect, providing a detailed estimate is good professional practice. Once accepted and signed, it binds both parties, clearly defines the nature of the work, outlines the duration, and reassures the client before the project begins. This proactive approach helps prevent disputes from arising beforehand.
Mandatory information to include in a quote for a micro-enterprise
To be valid, the estimate must include the information below. Here is the information that must be included:
| Required element | Details |
|---|---|
| Identity | Name, address and SIRET number of the micro-entrepreneur |
| Client | Customer's name and contact details |
| Date and duration | Date of issue and validity period of the proposal |
| Description | Detailed nature of the service or sale |
| Price | Unit price, quantity and total excluding VAT |
| VAT | “VAT not applicable, art. 293 B of the CGI » |
| Conditions | Terms and conditions of payment |
| Accord | "Approved", date and signature |
The total must be net of tax, since micro-entrepreneurs invoice without VAT under the basic exemption scheme. Remember to include additional costs, such as travel expenses, and to have the handwritten statement "approved" signed. Adhering to these rules is essential for a compliant document.
Right of withdrawal and distance selling
When an offer is signed remotely or off-premises with a private individual, a 14-day right of withdrawal may apply. Include a clause specifying the withdrawal period and the date of receipt. Depending on the circumstances, the customer may withdraw within this period without providing a reason.
For services performed remotely, include this clause from the outset; this is especially relevant for individuals. Properly respecting the right of withdrawal protects the freelancer from disputes and reassures the buyer. A good contract avoids unpleasant surprises.
Quote excluding VAT: VAT excluding tax, VAT including tax and basic franchise
Thanks to the VAT exemption scheme, you can issue a quote without VAT. Prices are shown excluding VAT, which here corresponds to the total including VAT, with the note "VAT not applicable, art. 293 B of the French General Tax Code". The amount payable is net of tax, without VAT.
Beyond the thresholds, you must apply the applicable VAT rate. The applicable rate depends on your business activity and impacts your accounting. As long as the exemption applies, the total corresponds to the amount payable, without VAT to be calculated.
Free self-employed quote template
An Excel, Word, or PDF template lets you get started quickly. A good free quote template includes all the required information and lets you fill in everything: recipient, project scope, and price. You can download a sample quote and customize it to suit your business and needs.
Creating quotes from an Excel file has its limitations: manual updates, the risk of forgetting, and the inconvenient process of converting them to invoices. A static template complicates your daily sales tracking.
Create your quotes with software
To save time, using billing software is the best solution. Djaboo It allows you to create quotes online, send them, and then convert them into invoices with a single click. This way, you can manage your quotes and invoices from a single account.
The software enters the information, calculates the total, estimates the costs, and tracks them. Whether you're a tradesperson, consultant, or service provider, every professional benefits: the tool simplifies your management, presents your rates clearly, and saves you significant time. In many cases, invoicing software helps professionals invoice quickly and provide impeccable service as self-employed individuals, with the correct VAT rate applied and fees included.
Tips for an effective estimate
A few expert tips can make all the difference. Accurately estimate the cost of the project, include a contingency, and keep a copy of each accepted estimate. A well-presented, clear, and personalized proposal inspires confidence and helps you work with peace of mind. For social and tax purposes, keep your quotes and invoices for at least a year, and generally for several years. Remember to clearly state which fees are included, ensure everything is signed, and specify who is responsible for payment and when.
From commitment to invoicing: the complete process
Once the proposal is signed, everything falls into place: the completion of the task, then the issuance of the corresponding accounting document. Each step must be planned according to your organization. To ensure nothing is overlooked, using invoicing software makes all the difference: you can create the final version, invoice with a single click, track payment, and reconcile its receipt with your account. You avoid any errors: the tool calculates the exact amount, including VAT where applicable, and you can download each document as needed.
This organization also benefits your accounting: your accountant can work with clean data, and your social security and tax situation remains clear from year to year. Generally, in the event of an audit, you can easily provide every detail: the specific task, all required documents, the validated contract, travel expenses included—a compliant file that protects your self-employed business.
Finally, remember to specify your deadlines and estimate each requirement from the outset. An organized micro-entrepreneur can benefit from a solid professional image: the client knows when to pay, how the service will be delivered, and, for example, what is included in the agreed price.
Mistakes to avoid
The first pitfall: sending an estimate without having checked everything. A missing contact information, an incorrect amount, or a missing date can cause significant delays. Carefully verify each amount, specify the scope of coverage, and include VAT where applicable. If you have any doubts, a chartered accountant can advise you based on your tax status.
The second pitfall is neglecting follow-up after the proposal is issued. Set a reminder deadline and keep a list of your pending proposals. Finally, failing to have the contract signed before starting remains the most costly trap: without this written commitment, it will be difficult to get paid if a dispute arises.
A tool to keep track of everything
To take things a step further, consider creating your templates once and for all and reusing them. Billing software helps you invoice immediately, track each payment, confirm receipt of payments, and prepare your accounting. You can create a free account, upload your required documents, and work with peace of mind, whether you're a full-time micro-entrepreneur or have a side hustle.
On a daily basis, this type of service makes all the difference: faster payments and real convenience for your self-employed business. Every professional can benefit, from consultants to photographers, regardless of their field. If travel is required, be sure to include it in detail: your contact will appreciate the transparency, both socially and financially. This meticulous approach, present from the very first interaction, increases your conversions year after year, allowing you to confidently plan for your future as a micro-entrepreneur.
FAQ: Your questions about quotes for micro-enterprises
Does a self-employed person need to provide a quote?
It is mandatory for certain services or when the amount exceeds the legal threshold, and recommended in all cases. Failure to provide it may result in a fine.
Should VAT be included in the estimate?
No: as a basic franchise, the offer does not include VAT. The legal formula of article 293 B of the French General Tax Code (CGI) appears on the document, and the amount is indicated excluding VAT.
Is it legal to charge for a quote?
Yes, in some professions it's legal to charge for this preparatory work, especially when it requires in-depth research or an on-site visit. The fee must then be disclosed upfront. However, freelancers often offer this service free of charge.
Does the SIRET number always have to be included?
Yes, the SIRET number is one of the required elements, along with your name and address. Without it, the document is not compliant and may be contested.
How to create a free quote?
Use a free template (Excel, Word) or software that writes the estimate and converts it into an invoice.
To put this into practice: Turn your quotes into invoices with Djaboo.
Our other guides for self-employed individuals
- Invoicing for self-employed individuals: the complete guide
- Self-employed invoice: required information and template
- Invoicing software for self-employed individuals: a comparison
Read also : How to create a quote: the complete guide.
