How to write an invoice that gets paid

What every invoice should include

• The word “Invoice” and a unique invoice number
• The issue date and the due date
• Your name or business name, address and contact details
• Your customer's name and address
• An itemized list: description, quantity, rate and amount for each line
• The subtotal, any tax or discount, and the total due
• Payment terms, such as net 30, and how to pay you
• A tax or company registration number where one applies

A simple layout that works

Put your name and the invoice number and dates at the top. Put the customer's details beside them. Below, list the work as lines, then the totals on the right, and finish with payment details and any short note. Plain and complete beats clever.

Describe the work so it is easy to approve

A line like “Website redesign, homepage and 4 inner pages” is easier for a client to approve than “Services”. Use sentence case, be specific and keep each line to what the client will recognise.

Common mistakes

• Reusing or skipping invoice numbers, which makes records hard to follow
• No due date, so the client has no deadline to pay by
• Missing payment details, so the client has to ask how to pay
• Totals that do not add up after a late change
• Sending late: invoices sent promptly tend to be paid sooner

Rules differ by country

Some countries require specific details, such as a tax ID, a particular numbering format or a statement about tax. Check the rules where you and your customer are based, or ask an accountant.

Write one in under a minute

Invoicadence does the layout, numbering and arithmetic for you. Describe the job in a sentence, review the draft, then send it with a link and PDF or download the PDF.

Frequently asked questions