An invoice is a request for payment. To make one, write who it is from and to, give it a number and dates, list what you did with the price, add the tax and total, and say how to pay.
1Say who it is from
Your business name, address and contact. Add a license number if your trade uses one. Your client may need these details to pay you or to file the invoice, so make them easy to find at the top.
2Give it a number and dates
A number nobody else has used, the date you sent it, and when it is due. Numbers can be simple, such as INV-0001, then INV-0002. Say the due date as a date, not only as “net 30”, so nobody has to count.
3Say who it is for
The client’s name and address, or the company and the person who pays. If a company has a purchasing contact or an order number, put it here too, because that is often what gets an invoice approved.
4List what you did
One line per job or item, with how many and the price. Use words the client would use. “Replaced kitchen faucet” beats “Labor”. If you charge by the hour, show the hours and the rate.
5Show the tax and the total
Add up the lines, show any discount, then show tax on its own line and the total due. Which tax applies, and whether you must charge it, depends on where you work and what you sell, so check with your accountant or your tax office.
6Say how to pay
Bank details, Zelle or a payment link, and the reference to use. Offer the ways your clients actually use. Read the details back once before you send; one wrong digit sends money to the wrong place.
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Questions people ask
Do I need a tax number on an invoice?
It depends on where you work. Ask your accountant or your state’s tax office. This guide is not tax advice.
Can I send an invoice as a PDF?
Yes. A PDF is the most common format, and it works on any phone.