An invoice is a request for payment, and a record for both sides. Leave out one detail and payment can stall while someone writes back to ask. This checklist covers what almost every invoice needs.
The basics
Every invoice should make clear who is asking for money, who is being asked and what for:
- The word Invoice, so nobody mistakes it for a quote or a receipt.
- A unique invoice number, so each one can be found and referred to.
- The issue date and the due date, or the payment terms from which the due date follows.
- Your name or business name, address and contact details.
- The client's name and address, and the name of the person who will approve payment if you know it.
Describe the work clearly
List each item or service on its own line, with a short, specific description, the quantity or hours, the price for each and the line total. 'Website work, 12 hours at 60' is much better than 'Services'. Add a reference such as a purchase order number or project name if the client uses one, because their accounts team may need it to match your invoice.
Show the totals plainly
Show the subtotal, any discount, any tax, and the final amount due, in a clearly marked box. If a deposit has already been paid, show it as a deduction so the balance is obvious. State the currency, especially if you work with clients abroad.
Tax details
Rules about tax on invoices differ by country. If you are registered for VAT, GST or sales tax, your invoice usually has to show your registration number, the rate charged and the tax amount. If you are not registered, you generally do not charge it. Our country templates highlight the common requirements, but they are a guide, so check your own tax authority's rules or ask an accountant.
How to pay
Make paying as easy as possible: bank name, account number or IBAN, sort code or routing number, and any reference the client should use. If you accept a payment link, include it. The fewer steps between reading the invoice and paying it, the sooner you will be paid.
Terms and a friendly close
Add your payment terms in one line, such as 'Payment due within 14 days', and state any late fee if you have agreed one. A short thank-you note at the bottom is courteous and costs nothing. Save the invoice as a PDF so it cannot be altered by accident, and keep a copy for your records.
Tools for this guide
More tips
- Ten Ways to Get Paid Faster as a Freelancer or Small Business
- Invoice Numbers: How to Number Your Invoices Sensibly
- Quote, Estimate, Pro Forma, Invoice: What Is the Difference?
- Payment Terms Explained: Net 30, Due on Receipt and Everything Between
- Credit Notes: When to Use One and How to Write It
- How to Chase a Late Payment Without Damaging the Relationship
- Purchase Orders Explained for Small Businesses
- VAT, GST and Sales Tax on Invoices: The Basics
- Hourly, Day Rate or Fixed Price: How to Price Freelance Work
- Keeping Invoice and Receipt Records: What to Keep and for How Long
- Invoicing Clients in Other Countries and Currencies
- Tracking Billable Time So You Never Under-Bill Again
- Your First Invoice: A Calm Guide for New Freelancers
- All tips and guides
These guides are general information to help you get paid and stay organised. They are not legal or tax advice. Rules differ by country and change over time, so check with your tax authority or an adviser.