What to include on an invoice

1. The word “Invoice”, a number and the dates

Say plainly what the document is, so it is not mistaken for a quote or a receipt. Give each invoice its own number from a series you never reuse, and show the date you issued it and the date payment is due.

• “Invoice” as the title
• A unique invoice number
• Issue date
• Due date or payment terms (for example Net 30)

2. Who is billing whom

Your business name, address and contact details, and the client’s legal name and billing address. If you or your client are registered for a tax and use a tax or company number, it usually belongs here.

• Your name or business name, address, email
• Client name and billing address
• Tax or registration numbers, if you have them

3. What was supplied

One line per product, service or block of time, described so that someone who was not in the meeting understands it. Show the quantity, the unit price and the line total. Add the client’s purchase order or project reference if they gave you one.

• Clear description per line
• Quantity and unit price
• Line total
• PO number or project reference

4. How the total is reached

Subtotal, then any discount, then each tax with its name and rate as you charge it, then shipping or other charges, then the total. If part was paid already, show it and the balance that remains. Use one currency and name it.

• Subtotal
• Discount
• Each tax with its rate
• Total, amount paid and balance due
• Currency

5. How to pay you

The easier you make payment, the sooner it arrives. Give the payment methods you accept, bank details or a payment link, and the reference to use. If you charge for late payment, state it in plain words.

• Accepted payment methods
• Bank details or payment link
• Reference to quote with the payment
• Late payment policy, if any

6. What to check where you work

Countries set their own rules on what an invoice must show, which taxes apply and at what rate, how invoices are numbered, whether they must be sent electronically and how long you keep them. This site does not know those rules and does not give tax or legal advice. Ask an accountant or the tax authority where your business is registered, and type the rates and wording they give you.