Sending your first invoice can feel surprisingly nerve-wracking. Get it wrong and you could face late payments, disputes, or even problems claiming unpaid debts. Get it right and you project professionalism from day one.
Here is the complete checklist of what every invoice should include.
1. The word "Invoice"
It sounds obvious, but label your document clearly at the top. This removes any ambiguity for your client's accounting department — they process hundreds of documents and need to categorise yours instantly.
2. A unique invoice number
Every invoice needs a sequential, unique number. This makes it easy to reference in emails ("RE: Invoice #1042") and is essential for your own bookkeeping. A simple format is INV-0001, INV-0002, and so on.
3. Your business details
Include your full legal name or business name, your address, and your contact email or phone number. If you are VAT-registered, your VAT number must also appear on every invoice.
4. Your client's details
Include the client's company name and billing address. Double-check these — sending an invoice to the wrong entity is a common reason for payment delays.
5. Invoice date and payment due date
The invoice date establishes when the billing period started. The due date tells your client exactly when to pay. Common terms are Net 30 (payment due 30 days after the invoice date) or Due on receipt.
Being explicit removes any ambiguity and gives you a clear basis for chasing overdue payments.
6. Itemised list of services or products
Break down what you delivered. For each line item include:
- A clear description of the work or product
- The quantity (hours, units, days)
- The unit price
- The line total (quantity × unit price)
Itemising builds trust and reduces disputes. Clients can see exactly what they are paying for.
7. Subtotal, taxes, and total
Show the subtotal before any taxes, then any applicable taxes separately (e.g. VAT at 20%), then the final total in bold. If you are tax-exempt, state this clearly.
8. Payment methods you accept
List how you can be paid: bank transfer (include account number, sort code, or IBAN/SWIFT), PayPal, Stripe, or other methods. The easier you make it to pay, the faster you get paid.
9. Late payment terms
Consider adding a note such as: "A late fee of 2% per month applies to overdue balances." Even if you never enforce it, this signals that you take payment seriously.
10. A professional note (optional but recommended)
A short "Thank you for your business" line makes the experience pleasant and can subtly encourage on-time payment. People pay people they like.
Use a free invoice generator
If you want all of the above handled automatically, use our free invoice generator. Fill in your details, add your line items, and download a professional PDF invoice in under two minutes — no sign-up required.