An invoice is a request for payment you send after delivering work or goods. A clear, professional invoice gets you paid faster and keeps your records straight. Here is exactly what to put on one — and a free tool to turn it into a clean PDF in about a minute.
Create your invoice free →What every invoice must include
A complete invoice has a handful of parts. Miss one and a client may delay payment or bounce it back:
- Your name or company and contact details (and tax ID if you have one)
- The client's name and billing details
- A unique invoice number
- The issue date and the due date
- Line items: a description, quantity, unit price and amount for each
- The subtotal, any tax, and the grand total
- Payment details — how and by when to pay
How to number your invoices
Give every invoice a unique, sequential number with no gaps — it keeps your bookkeeping and taxes clean and makes each invoice easy to reference. A common format is INV-0001, or a year prefix like 2026-001. Pick one style and stay consistent.
Set clear payment terms
State a due date (for example “Net 14” or “Net 30” means payment is due 14 or 30 days after the issue date), which payment methods you accept, and any late fee. Clear, upfront terms are one of the simplest ways to get paid on time.
Handle tax correctly
If you are registered for VAT or sales tax, show the rate and the tax amount as a separate line, and make sure the grand total includes it. If you are not registered, you usually leave tax off entirely — check the rules where you operate.
Make it look professional
Presentation matters. Add your logo, use a clean layout, and send a PDF rather than an editable document — it looks reliable and can’t be accidentally changed. A tidy, branded invoice quietly tells a client you are organised and worth paying promptly.
Frequently asked questions
Do I need to be a registered business to send an invoice?+
No. Freelancers and individuals can invoice too — just include your own name and contact details instead of a company. Check your local rules on whether a tax ID is required.
What's the difference between an invoice and a receipt?+
An invoice requests payment before it's made; a receipt confirms payment was received. Send the invoice first, then a receipt once the client has paid.
How do I get paid faster?+
Send the invoice promptly, set a short and specific due date, offer easy payment methods, and follow up politely a few days before it's due.