Invoiceferry

Final invoice template

Close out the job with one clear document: what the whole project cost, what has already been paid, and the balance left to pay.

No sign-up. Your invoices and client data stay on your device.

Skip to the final invoice editor

How to use this final invoice

  1. List the full contract price plus any agreed variations or extras.
  2. Enter everything already paid (deposit and progress payments) under “Amount paid”.
  3. In Notes, list the earlier invoice numbers and amounts so the client can tick them off.
  4. Check that the balance due matches what the client expects.
  5. Download the PDF and send it with the handover or final deliverable.

Two ways to write a final invoice

Full price less payments: list the whole job and enter earlier payments under “Amount paid”. This is clear for the client and shows the full value. Balance only: invoice just the remaining amount as one line, for example “Balance on QUO-0018”. If you charged VAT on the deposit, the balance-only method avoids counting VAT twice; with the full-price method, ask your accountant how they want earlier VAT shown.

Getting paid on completion

Send the final invoice the day the work is signed off, while it is fresh. Set clear payment terms, and if it runs late, the reminders in your documents and our late payment reminder templates help you follow up.

Your business
PNG, JPG, WebP or SVG.

Remembered for your next document.

Bill to
Details

Counts up automatically. You can edit it.

e.g. “Tax invoice”, “Estimate”.

When the work was done or the goods delivered, if not the issue date. Required in Poland (data sprzedaży).

Type a code or name, e.g. EUR or shilling.

How amounts and dates are written on the document.

Line items
Tax, discount & shipping
Tax
More: pension contribution, recargo, ROT/RUT

Italy: rivalsa INPS (4 %) or a professional fund’s contribution, added to the net amount and taxed with it.

Sweden: mark the labour lines with “Mark as labour” in each line’s ⋯ menu. The deduction is worked out on labour including VAT and taken off the amount to pay. Add the buyer’s personnummer (and fastighetsbeteckning for ROT) in the notes.

Tax is calculated after the discount; shipping is added untaxed. Withholding tax (such as Spain’s IRPF or Italy’s ritenuta d’acconto) is taken off the amount your client pays you. Tax rules differ by country — check which rates and details apply to you.

Payment & notes

Made from the invoice number and printed on the invoice, so your bank can match the payment.

Poland: VAT on a foreign-currency invoice is also shown in złoty, at the NBP average rate from the last business day before the date of supply.

 

E-invoice (XML)

Fill these in to download your invoice as an e-invoice (XML). Empty fields are taken from the details above where possible.

Ask your client which format they accept. Belgian businesses receive e-invoices through Peppol from 2026.

Your business

Scheme and number, e.g. 0208 + your Belgian company number. Needed for Peppol.

Bill to

Required by XRechnung. For public authorities, their Leitweg-ID; for businesses, the reference or order number they gave you.

Only needed when you don’t charge VAT.

Leave empty to use the standard wording.

Italy (FatturaPA)

7 characters from your client. Use 0000000 with a PEC address, or for private individuals.

Needed for private individuals without a Partita IVA.

Only used when you set a withholding rate under Tax.

Free beta
Design
Paper size

Opens your browser’s print dialog — choose Save as PDF.

Live preview A4
Total—

Your documents

Dashboard, reminders & repeating invoices

    Frequently asked questions

    Does the final invoice get a new number?

    Yes. Every invoice, including deposit, progress and final ones, takes the next number in your sequence.

    What if the client has paid more than the final total?

    Issue a credit note for the overpayment and refund it, or carry it forward to a future job if the client agrees.

    Should I include a retention amount?

    In construction, the client may hold back a percentage (retention) until the defects period ends. Note the retention in Notes and invoice it separately when it is released.

    Can I mark the final invoice as paid?

    When the balance arrives, enter the full amount under “Amount paid” or issue a receipt so the client has proof of payment.

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