Quick steps
- Add your business details: name, address, contact details, and tax number if registered.
- Add the client’s details: the legal name of the person or company you are billing.
- Give the invoice a unique number and an issue date.
- Set a due date and payment terms.
- List what you are billing for: description, quantity, price and line total.
- Add discount, tax and shipping, and show the total due.
- Explain how to pay, then send the PDF.
1. Your details and the client’s
Start with who the invoice is from and who it is for. Use your trading name and contact details, and the client’s exact business or personal name — for companies, the legal entity name (for example “Northwind Ltd”, not just “Northwind”). If you or your client are registered for VAT, GST or another tax, many tax systems expect the registration numbers on the invoice.
2. Invoice number and dates
Each invoice needs a unique number so you and the client can refer to it. Sequential numbers (INV-0001, INV-0002…) are the simplest; don’t reuse or skip numbers casually, as gaps can raise questions in an audit. Add the issue date and, if your tax rules require it, the date the goods or services were supplied. Then the due date — a specific date (“Due 14 March”) is clearer than “Net 30”.
3. Line items
Describe each product or service so the client can approve the invoice without asking questions: what it is, the period or project it relates to, the quantity (hours, units, days) and the unit price. Group identical items, and keep expenses on separate lines.
4. Discounts, tax and the total
Show the subtotal, then any discount, then tax, then the total. A tax line — VAT, GST or sales tax, depending on where you are — shows the rate and the amount, calculated on the price after discount. Whether you must charge tax, and at what rate, depends on your registration status, your location, the client’s location and what you sell, so check with your tax authority or an accountant. If you don’t charge tax, simply leave it off. If the client has already paid a deposit, show it and the balance due.
5. Payment terms and how to pay
Tell the client exactly how to pay: bank name and account or IBAN, PayPal address, mobile money number, or a payment link. Add your terms — when payment is due, accepted methods, and any late fee policy that your contract and local law allow. A short thank-you note goes a long way.
6. Send it and follow up
Send the invoice as a PDF, not an editable file, with a short email summarising the amount and due date (the “Copy summary” button writes that for you). Keep a copy, track whether it is paid, and send a polite reminder on the due date if needed — see our late payment reminder templates.
Frequently asked questions
What must be on an invoice?
At minimum: your details, the client’s details, a unique invoice number, the date, a description of what was supplied, amounts and the total due. Tax-registered businesses usually have extra requirements such as tax numbers and tax amounts — check your local rules.
How should I number my invoices?
Use a simple sequence that never repeats, like INV-0001, INV-0002. Invoiceferry does this automatically, separately for invoices, quotes and receipts.
What payment terms should I use?
Common terms are due on receipt, 7, 14 or 30 days. Shorter terms usually mean faster payment; whatever you choose, agree it with the client in advance.
Can I send an invoice before the work is done?
Yes, if you agreed to be paid in advance — for example a deposit. Some people send a proforma invoice for this, then a final invoice when the work is delivered.
Do I need to charge VAT, GST or sales tax?
Only if the rules where you operate require it — often after you register or pass a turnover threshold. Invoiceferry lets you add any tax label and rate, but it cannot tell you whether you need to charge tax.