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What is an invoice?

An invoice is a bill you send to a customer for goods or work. It shows who is charging, who is being charged, what was supplied, the amounts, any tax, the total and when and how to pay. Send one after the work is done or the goods are delivered, and keep a copy for your records.

How to make an invoice in 3 steps

1. 1

   Add your business and the client

   Your name or business, logo and contact details, then who you are billing. The invoice number counts up with “New invoice”, and the client stays for next time.

2. 2

   List the work and set the terms

   Each service or item with its quantity or hours and rate; discount, tax and shipping if you need them. Type terms such as Net 30 and the due date is worked out for you.

3. 3

   Say how to pay and send it

   Add a deposit already paid, so the invoice shows the balance due, and how to pay you. Then print it, save a PDF, or share it straight from your phone.

What an invoice should include

• The word “Invoice”, a unique invoice number and the invoice date
• Your business name, address and contact details
• Who you are billing, and their purchase order number if they gave you one
• Each service or item with its quantity, rate and amount
• Subtotal, any discount, tax and shipping, and the total
• Any amount already paid and the balance due
• The payment terms and the due date
• How to pay you

Estimate, invoice, receipt, statement

An estimate or quote comes before the work: what it should cost. An invoice comes after: what is owed and when.

When the client pays, a receipt confirms it. A statement of account lists several invoices and payments for one client over a period.

Took a deposit at the start? Put it in “Already paid” so the invoice shows only what is left to pay.

Payment terms and due dates

“Net 30” means the full amount is due 30 days after the invoice date; “Net 15” and “Net 60” work the same way. “Due on receipt” means pay now. Type the terms and the due date is worked out, or type your own due date.

Agree on terms before you start the work, and put any late fee you charge in the notes. Late fees must follow what you agreed and the law where you work.

Tips for getting paid on time

• Send the invoice as soon as the work is done, while it is fresh in the client’s mind.
• Make each line specific: dates, hours and what was delivered, so nobody needs to ask.
• Number invoices in order and never reuse a number; keep a copy of each.
• Give several ways to pay, and put your invoice number in the payment reference.
• Follow up politely a few days before and after the due date.

This page is general information, not tax, accounting or legal advice.