What to put on an invoice

The details every invoice needs

An invoice is a request for payment, so it has to answer five questions at a glance: who is asking, who is being asked, what for, how much, and by when.

In practice that means: your name or business name and address; your client's name and address; the word Invoice and a unique invoice number; the date it was issued; a description of each item or service with quantity and rate; the total; and the payment due date or terms.

Details that prevent delays

Add how to pay: a bank account, a payment link or the name a cheque should be made out to. People pay faster when they do not have to ask.

If your client's finance team uses purchase orders, put the purchase order number on the invoice. Many will not process one without it.

If you charge tax, show it as its own line so the client can see the amount. What you must charge, and when you must register, depends on where you are. Check with your local tax office or an accountant.

Optional but useful

A logo makes the invoice look like it came from a business. A short note, such as thanks for your business or a reminder of late-payment terms, sets the tone. A ship-to address matters only when goods are delivered somewhere other than the billing address.

Keep records

Keep a copy of every invoice you send. Many places require you to keep business records for a number of years; how many varies, so check the rule that applies to you.

Questions

Does an invoice need a signature?

Usually not. An invoice is a request for payment. Some countries or clients have their own rules, so check if you are unsure.

Do I need an invoice number?

Yes. A unique number lets both sides refer to the invoice, and it keeps your records in order.