What you need
- Business contact details
- Customer billing details
- Agreement or purchase order
- Payment instructions
Every step
- 1
Add your business details
Include your business name, mailing address or approved business contact, email, and phone number.
- 2
Identify the invoice
Add a unique invoice number, issue date, payment due date, and the customer’s correct business or contact details.
- 3
Describe the work
List each product or service, quantity, rate, and amount. Use descriptions that match the agreement and are understandable to the customer.
- 4
Calculate the total
Show subtotals, any applicable taxes or approved expenses, prior payments, and the final amount due. Check the arithmetic.
- 5
State payment terms
Show accepted payment methods, payment instructions, due date, and any late fee only when it is agreed and lawful.
- 6
Add a contact for questions
Tell the customer who to contact about the invoice and how to report a billing issue.
- 7
Review against the agreement
Verify the scope, price, tax treatment, customer name, and due date against the signed agreement or purchase order.
- 8
Send and track it
Save a copy, send it through the agreed channel, record the date, and follow up professionally if the due date passes.
Important warnings
- Tax treatment and invoice rules vary by business and location.
- Do not add fees that were not agreed or are not allowed.
Finished when
The invoice matches the agreement, totals correctly, includes payment instructions and due date, and is saved for your records.