Company name, address, phone number, email, and tax ID
Client's name, business name, billing address, and contact details
Unique invoice number, invoice date, and payment due date
Description, quantity, rate, and total for each item or service
Total amount due, payment terms, and accepted payment methods
Notes, terms & conditions, late fees, and discount information
Start by adding your complete business details at the top of the invoice. This should include your company name, full address, phone number, email, and tax identification number if applicable.
Pro Tip: Adding your logo helps establish brand recognition and makes your invoice look more professional.
Include your client's complete billing information. This ensures the invoice reaches the right person and provides a clear record of who the work was performed for.
Assign a unique invoice number for tracking and set clear dates for when the work was completed and when payment is due.
Use sequential numbering like INV-001, INV-002, etc.
Typically 15-30 days from invoice date
Create a detailed breakdown of everything you're charging for. Be specific to avoid confusion and disputes.
Add up all line items, apply any discounts or taxes, and clearly show the final amount due.
Include payment instructions, accepted methods, and any additional terms or notes.
Net 30, Due on Receipt, etc.
Check, bank transfer, credit card
A clean, professional layout builds trust and credibility with clients.
Specify when payment is due (e.g., Net 30) and accepted payment methods.
Include your company logo to reinforce your brand identity.
Use sequential numbering for easy tracking and organization.
Clearly describe what you're charging for to avoid confusion.
Send invoices immediately after completing work for faster payment.
Missing or incomplete contact information
Vague or unclear item descriptions
No payment terms or due date specified
Mathematical errors in calculations
Unprofessional appearance or formatting
Missing invoice number for tracking
Send your invoice immediately upon completion of work or delivery of goods. The sooner you invoice, the sooner you'll get paid. Many businesses send invoices within 24 hours of completing a project.
Common payment terms include Net 15, Net 30, or "Due on Receipt." Net 30 is standard for most B2B transactions, while "Due on Receipt" is better for smaller amounts. Choose terms that work for your cash flow needs.
Yes, including a late fee policy encourages timely payment. Typical late fees range from 1-2% per month on overdue balances. Make sure to clearly state your late fee policy on the invoice.
PDF is the most professional and widely accepted format. It maintains formatting across different devices and prevents accidental editing. Always send invoices as PDF attachments via email.