If a customer requests a duplicate invoice, the supplier must provide a replacement. What is a duplicate invoice? How is a compliant copy generated? What are the differences between a repeated bill from a photocopy? This article addresses the most common questions about duplicate invoices, when to issue them, and how to create them.

What’s in this article?

• What is a duplicate invoice?
  
• When to request and issue duplicate invoices
  
• How to request and issue duplicate invoices
  
• Differences between an invoice and a duplicate invoice
  
• Issuing a compliant duplicate invoice
  
• Cost of a duplicate invoice
  

What is a duplicate invoice?

A duplicate invoice is an exact copy of an invoice that has already been issued but includes specific legal language that distinguishes it from the original. Government authorities recognize this second version as a replacement if the first copy is lost, stolen, or destroyed.

The replacement invoice’s format and content are identical to those of the original. Nevertheless, the substitute contains additional information. Unlike a photocopy, a duplicate version is legally equivalent to the previously generated invoice. It aids in administrative and tax-related tasks, as well as audit or dispute procedures.

When to request and issue duplicate invoices

A customer often seeks a duplicate invoice if the original copy is lost, stolen, or damaged. For example, a fire or flood might destroy a document, rendering it inaccessible. They would then need a duplicate for insurance reimbursement.

A client might also ask for a replacement for accounting purposes to offer evidence during a tax inspection, resolve a commercial dispute, undergo an audit, or to obtain a value-added tax (VAT) refund.

If a customer requests a replacement bill, French companies must comply. In following this legal requirement, enterprises maintain proper accounting practices and transparency with tax authorities.

How to request and issue duplicate invoices

Clients have several ways for obtaining a replacement invoice. With large organizations, individuals can usually submit a request through an online portal or using a contact form on the business’s website. For smaller enterprises or artisans, reaching out via phone or email is common. Lastly, a customer can visit a store to ask for a duplicate.

When making a request, it’s important to supply the original invoice number and order number. If the business enters liquidation, a customer can obtain a duplicate from the liquidator, who typically has access to financial records from the dissolved operation.

Suppliers are able to provide replacement invoices through email or postal service. They might also offer the option to download copies online at no charge or print them in-store. To reduce the risk of fraud, verify a customer’s identity before issuing a duplicate invoice.

Differences between an invoice and a duplicate invoice

The invoice acts as the original document that a seller generates to confirm the sale of goods or the completion of services. The duplicate replaces the original invoice—it’s an accurate copy of the initial file and also contains regulatory phrasing not found on the original. This wording certifies this file as a duplicate and distinguishes it from the first version.

Please note that records must keep both original and the duplicate invoice for 10 years. When a duplicate complies with current regulations, it carries the same legal validity as the first version.

Issuing a compliant duplicate invoice

A duplicate invoice replicates all items from the original invoice, including the contact details of the parties, billed amounts, the description of the goods or services provided, and the payment terms. The copy applies the same numbering as the first to preserve the sequencing.

A replacement also displays information identifying it as a duplicate, such as “duplicate of Invoice #X,” “invoice issued in duplicate at buyer’s request,” or “copy delivered as a replacement for damaged or misplaced original invoice.” The document needs to clearly state this detail.

If the inquiry is for an invoice that has been paid, the supplier must note this on the copy and specify the payment method (e.g., cash, check, transfer, or card), the payment date, and the transaction reference.

When a public entity is the client (such as a governmental department, the national government, or a local administration) or a customer located abroad, the duplicate invoice must show the handwritten statement “True copy of the original (Copie conforme à l’original)” and be signed by the company manager or director.

Because manually issuing duplicate bills is complex, we advise using an invoicing application to lower the risk of errors or repeated accounting entries. Stripe Invoicing provides support for tax and legal compliance while managing the entire process. Create and send bills, automate revenue tracking, and get paid faster, without writing a single line of code. With Invoicing, you can update, replicate, and refund invoices, as well as record payments made outside of Stripe, right from your Dashboard.

Cost of a duplicate invoice

Replacement invoices are generally supplied free of charge when requested online through a client account. However, for customer service to process a duplicate, a business could charge a fee of €5–€15, with the average being €10.