How to Create an Invoice

Start with the details that make an invoice valid

Before you think about layout, collect the information that makes the document usable for both you and your client's bookkeeper.

• Your business name, address, contact email and tax number if you have one
• Your client's legal billing name and address (not just a contact person)
• A unique invoice number and the issue date
• A due date or payment term such as Net 14 or Net 30
• Line items with description, quantity, unit price and line total
• Subtotal, tax, any discount and the final amount due
• Payment instructions or a payment link

Create the invoice step by step

1. 1Add the client. Store their billing name, address and email once so every future invoice reuses it.
2. 2Assign an invoice number. Sequential numbering (INV-0001, INV-0002) keeps your records auditable.
3. 3Set issue and due dates. If you have no agreed term, Net 14 is a reasonable default for small projects.
4. 4Enter line items. Describe the outcome, not just the task: "Landing page design — 3 revisions" beats "Design work".
5. 5Apply tax and discounts. Show them as separate lines so the client can verify the maths.
6. 6Review the total. Confirm the currency and that the amount matches what you quoted.
7. 7Send it and record it. Keep a copy, mark it as sent, and note the due date so you can follow up.

A practical example

Common mistakes to avoid

• Vague descriptions that invite questions instead of payment
• No due date, which quietly means "whenever"
• Reusing invoice numbers, which breaks your records
• Leaving out payment instructions