How to write an invoice

An invoice is a simple document, but a few details decide whether you look professional and get paid on time. Here's exactly what to include and how to set it up.

What every invoice needs

1. The word “Invoice” and a unique invoice number (e.g. INV-001) so both sides can reference it.
2. Your details — business name, email, and address.
3. The client's details — who you're billing.
4. Issue date and a due date.
5. Line items — a description, quantity, and unit price for each service or product.
6. Subtotal, tax, and total — the amount due, clearly.
7. Payment terms & method — when and how to pay (see below).

Setting payment terms

Spell out the deadline. Common terms: Due on receipt, Net 15, or Net 30 (payment due 15 or 30 days after the invoice date). Shorter terms get you paid faster; many freelancers default to Net 15. State accepted methods (bank transfer, card, etc.) and any late fee up front.

Tips to get paid faster

• Send the invoice the day the work is delivered — speed signals professionalism.
• Make the total and due date impossible to miss.
• Use clear line-item descriptions so there are no questions to “check on.”
• Number your invoices sequentially for your own records and taxes.