How to make invoices

The essentials

Requirements vary from country to country, but almost every invoice should include the following:

• The word "Invoice" (or "Tax invoice" where your country requires it).
• Your business name, address and contact details.
• Your tax registration number, such as a VAT, GST or sales-tax ID, if you have one.
• Your client's name and address, and their tax number for business-to-business sales where required.
• A unique invoice number.
• The invoice date and, where relevant, the date the goods or services were supplied.
• A description, quantity and price for each item.
• The subtotal, tax rate and tax amount, and the total due.
• The due date and how to pay.

Numbering your invoices

Each invoice needs its own number, and the numbers should follow an unbroken sequence. Tax authorities in many countries look for gaps, because a missing number can suggest an unrecorded sale. If you cancel an invoice, keep its number and issue a credit note rather than deleting it.

Simple formats work best. Common choices include a running number (INV-0001, INV-0002), a year prefix that restarts each year (2026-001), or a client code (ACME-014). Our generator suggests the next number automatically, based on the last invoice you downloaded.

Dates and payment terms

The invoice date is the day you issue it. The due date is when you expect to be paid. Payment terms describe the gap between the two. These are the most common:

Always write an actual due date as well as the term. "Due 14 March" is harder to misread than "Net 30".

Writing line items

Line items are where most questions come from. Describe each item so that someone who wasn't involved in the project would understand it.

• Instead of "Design work", write "Homepage design, two rounds of revisions".
• For hourly work, put the hours as the quantity and the hourly rate as the price.
• Add dates or reference numbers when you bill for many similar items, such as delivery dates or ticket numbers.
• Split large jobs into stages so the client can see what each part costs.

Adding tax

If you are registered for VAT, GST or sales tax, show the tax rate and the tax amount separately from the price. Name the tax the way your country does. In our generator you can click the word Tax and rename it to VAT, GST, IVA or anything else.

Some situations have special rules. Selling to a business in another country may mean you charge no tax and add a note such as "Reverse charge", while certain goods and services are exempt or use reduced rates. Because these rules are specific to each country, check your tax authority's guidance or ask an accountant.

Invoicing clients in other countries

Agree on the currency before you start the work. Invoicing in your client's currency is convenient for them, but you take the risk if the exchange rate moves. Invoicing in your own currency moves that risk to the client.

• Show the currency clearly. Writing "USD" instead of "$" avoids confusion with Canadian, Australian or other dollars. Our generator can display currency codes for you.
• Include the bank details your client needs for an international transfer, such as an IBAN and SWIFT/BIC code.
• Agree who pays the bank fees, and mention it in the terms.

Sending your invoice

Send invoices as PDFs. They look the same on every device and are hard to change by accident. Use a clear email subject such as "Invoice INV-0042 from Studio Lumen, due 14 March", and address it to the person who pays, not only the person you worked with. A short, friendly message with the amount and due date in the body helps too.

Common mistakes to avoid

• Forgetting the due date or payment details.
• Reusing or skipping invoice numbers.
• Vague descriptions that lead to questions and delays.
• Wrong client name or address, especially for large companies with several legal entities.
• Sending the invoice weeks after the work is finished. Invoice as soon as you can.