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How to write an invoice for products or services.
Learn what to include in invoices and how e-signatures speed payment.
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An invoice is a request for payment for goods and services, usually itemizing each one and offering explanations for every amount. An invoice also includes fees, penalties, discounts, or other elements that can affect the total amount or subtotal. It usually informs a customer or recipient how and when to pay for said goods or services. An invoice is distinct from a receipt, which documents and itemizes payment for goods or services.
What does an invoice look like?
Vendors use invoices to inform their customers about payments and to document transaction details. Invoices can help set and manage expectations for the time and manner of payments.
Digital invoices can help businesses and other vendors save time and money. Electronic invoicing, especially mobile invoicing, can make the entire payment process faster, smoother, and easier.
If you’re wondering what an invoice should look like, there is no one way to create or write an invoice. A proper invoice should be clear, professional, and easy to read, regardless of its design. While there are many formatting options — from minimalist layouts to more visually engaging templates with branding elements — what matters most is including all essential details.
You can use an invoice template or write one from scratch. A well-structured and properly written invoice ensures smooth transactions and avoids misunderstandings, making accuracy and completeness far more important than aesthetics.
How to write an invoice in 5 steps.
For freelancers and small businesses, knowing how to write an invoice is essential for maintaining professionalism, ensuring timely payments, and keeping financial records organized. A well-crafted invoice reduces the risk of disputes or delays. It also helps establish credibility with clients, showing that the business is structured and reliable. Additionally, properly formatted invoices simplify tax reporting and financial tracking, making it easier to manage cash flow and stay on top of earnings. Whether dealing with one-time clients or ongoing contracts, mastering invoice writing is a crucial skill for financial stability and business growth.
Step 1: Select a template.
Choose a professional and easy-to-read invoice template that suits your business needs. You can create one from scratch using a word processor or spreadsheet software, or use pre-made templates available in accounting software and online invoicing tools. Make sure the layout is clear, structured, and includes sections for all the necessary details.
Step 2: Add your company’s branding.
Personalize your invoice with your business logo, colors, and fonts to create a professional appearance. Include your company name (or your full name if you’re a freelancer), address, phone number, email, and website. This not only reinforces your brand identity but also ensures the client knows exactly who the invoice is from.
Step 3: Use the word Invoice.
Clearly label the document with the word invoice at the top to avoid any confusion. This simple step helps distinguish it from other documents, such as a receipt or a quote, ensuring that your client immediately recognizes it as a payment request.
Step 4: Include all necessary details.
Fill in essential information, whether you’re using a template or writing the invoice from scratch. You can find out more about what to include in an invoice. Still, typically it’s the invoice number, date of issue, due date, client’s details (name, company, and contact information), an itemized list of services or products provided, quantities, rates, the total amount due, and payment terms (e.g., net 30 days). If applicable, add any taxes, discounts, or additional fees to maintain transparency.
Step 5: Add a Notes section.
Include a space for additional notes where you can add a thank-you message, payment instructions, late payment policies, or any special agreements made with the client. A well-placed note can reinforce professionalism, encourage timely payments, and maintain a good relationship with your clients.
Tips for writing an invoice.
When you create an invoice, align it with your existing accounting and tax filing needs. Familiarize yourself with regulations or laws in your jurisdiction or that of the recipients, and create your document accordingly.
Here are some essential tips to help you manage your invoices more efficiently.
- Maintain consistency. Use a standardized numbering system, format, and wording for your invoices. This helps ensure clarity for clients and internal teams, reducing confusion and making record-keeping easier.
- Keep detailed records. Invoices are essential financial documents that track payment requests and maintain accurate account balances. Develop a reliable system for organizing, storing, and securing these records to prevent issues and ensure smooth payment processing.
- Use digital tools. Explore invoicing software or check if your company’s existing financial system includes invoicing features. Automating the process enhances efficiency, improves accuracy, and provides a more secure way to manage invoices and track payments.
Make payments easier for everyone with electronic signatures.
Invoices sometimes require the recipient’s signature, acknowledging that they have received the document and agree to pay. Electronic signatures can help speed up that process. E-signatures are legal and binding in every state and territory of the U.S. and in many other countries around the world.
Frequently asked questions.
An invoice should include your business details, client information, invoice number, date, itemized list of services or products, total amount due, payment terms, and due date. You can find more information on invoices here.
Use a consistent numbering system, such as sequential numbers (001, 002) or a combination of letters and numbers (INV-1001), to easily track and organize invoices. Read more about what is an invoice number.
Send an invoice immediately after completing the work or delivering the product, unless you have a prearranged billing schedule with the client. Learn more about when to invoice a customer.
Common terms include “Due upon receipt,” “Net 15” (due in 15 days), “Net 30” (due in 30 days), and “Net 60” (due in 60 days), depending on your agreement with the client.
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How to write an invoice for products or services.
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