An invoice is a request for payment that also serves as a record for both sides. A good one leaves no room for questions: who is billing whom, for what, how much, and by when. Here's how to write one properly.
1. Label it clearly
Put the word Invoice at the top, along with a unique invoice number. Sequential numbers (INV-01, INV-02) keep your records tidy and are expected by most accounting systems.
2. Add your details and theirs
Include your business name, address and contact details, plus your tax or VAT number if you have one. Then add the client's name and billing address. Both parties' details matter, especially on a VAT invoice.
3. Set the dates
Show the issue date and a due date. A concrete date (“Due 30 April”) gets paid faster than a term alone. If you use terms like Net 30, see what Net 30 means.
4. Itemise the work
List each product or service on its own line with a description, quantity and rate. Clear line items reduce disputes and make your invoice easy to approve.
5. Show the totals
Add a subtotal, any tax, and a clear grand total. If tax applies, show it as a separate line so the breakdown is obvious.
6. Say how to pay
Include your bank details or IBAN and any reference you'd like quoted. The easier you make payment, the sooner it arrives.
Let the tool do the fiddly parts
With Invoice Forever you pick your country and the currency, tax and formatting are set for you; the totals calculate themselves; and you download a clean PDF. It's free — you can make one right now.