How to Make an Invoice

Start with the basics

Every invoice needs a few core pieces of information: who it's from, who it's to, what was provided, and how much is owed. Skipping any of these tends to slow down payment, since your client has to come back and ask.

1. Add your business details

Your name or business name, address, email, and phone number. If you're registered for VAT, GST, or another tax, include your tax number here too.

2. Add your client's details

Your client's name (or company name), billing address, and email. Double-check the spelling — invoices with the wrong company name are a common reason payments get delayed internally.

3. Give it a unique invoice number

A simple sequential format like INV-1001, INV-1002 works well. It makes it easy for both of you to reference the invoice later, and easy for you to track what has and hasn't been paid.

4. Set the invoice date and due date

The invoice date is simply the day you're sending it. The due date depends on your payment terms — due on receipt, Net 15, Net 30, or a custom date you agree on with your client.

5. List what you're billing for

Break your work into clear line items: a short description, quantity, and rate for each. This is the section clients check most closely, so be specific rather than bundling everything into one vague line.

6. Add your totals

Subtotal, any discount, tax (if it applies to you), shipping if relevant, and the total due. Label your tax clearly — VAT, GST, or Sales Tax — so there's no ambiguity about what it covers.

7. Include payment details

Bank details, a PayPal address, or a payment link — whatever makes it easiest for your client to actually pay you. The fewer steps between reading the invoice and paying it, the faster you get paid.

8. Send it as a PDF

A PDF looks the same on every device and can't be accidentally edited. Once everything above is filled in, export it and send it straight to your client's inbox.