How to Write an Invoice
Writing an invoice is simple once you know the fields. Here’s what every invoice should include and how to put one together correctly.
What to include on an invoice
- The word “Invoice” and a unique, sequential number
- Your business name, address and contact details (and logo)
- The client’s name and address
- The issue date and due date
- An itemized list of products/services with quantity, rate and amount
- Subtotal, any tax (VAT/GST/sales tax) and discount, and the total due
- Payment terms and how to pay
How to write it, step by step
Add your business and client details, give the invoice a number and dates, list each item with a quantity and rate (the amounts add up to a subtotal), apply any tax or discount, and state the total and payment terms. A tool like Invoicary fills all of this in for you and exports a clean PDF.
How to number invoices
Use a unique, sequential number on every invoice — e.g. INV-0001, INV-0002. Sequential numbering keeps your records auditable and is expected by many tax authorities.
FAQ
- What must an invoice legally include?
- At minimum: the word “Invoice”, a unique number, your and the client’s details, the date, an itemized list with amounts, any tax, the total, and payment terms. Tax-registered businesses must also show their tax number and the tax breakdown.