How to write an invoice correctly

The must-have

If you decide to write your own invoice or you want to make sure the invoice you wrote includes everything you need, these are the must-haves, broken down by section:

• Header:
  • Your business name and logo (if you have one)
  • Your contact information (address, phone number, email, website if you have one)
  • The word “invoice” is prominently displayed
• Invoice information:
  • A unique invoice number or reference code for tracking purposes
  • The date of the invoice (the issue date)
• Client information:
  • The client’s name or business name
  • The client’s contact information (address, phone number, email)
• Itemized services or products:
  • A description of each service or product provided
  • The number of hours dedicated to each item (if relevant)
  • The unit price or rate for each item
  • The subtotal for each item (quantity multiplied by the unit price)
• The total amount:
  • The total amount due, which is the sum of all the item subtotals
  • Any applicable taxes or discounts
  • If applicable, indicate whether taxes are included in the total or added separately
• The payment terms:
  • Specify the payment due date and any late payment penalties or discounts for early payment
  • Provide details about the accepted payment methods (bank transfer, credit card, etc.)
• Any additional Information:
  • Specify the billing address if different from the client’s address
  • Mention any reference numbers or purchase order (PO) numbers if required

Now, all you need to do is to make it your own using this invoice template, send it to your client, and follow up that the payment was submitted. Remember to keep a copy of the invoice for your records and send it to the client via email, mail, or any agreed-upon method.

We recommend consulting with a professional accountant or tax advisor to ensure your invoices comply with any specific legal or regulatory requirements in your jurisdiction, especially for the first invoice you create. Once it’s approved you’re good to go.