What to Include on an Invoice: A Complete Checklist

Start with who is billing and who is paying

Put your business name, postal address, email and phone number at the top, exactly as they appear on your bank account and registration documents. If you trade under a different name, show the legal name as well. Add your company registration number or tax ID where your country requires it.

The client block needs the legal name of the company that will pay, not just the contact person. Include the billing address and, for business clients, an accounts payable contact if you have one. A bill sent to the wrong entity is one of the most common reasons an invoice sits unpaid for weeks.

Use a number that never repeats

Every invoice needs a unique number. Use one running sequence, such as INV-0001, INV-0002 and so on, and never reuse a number, even for an invoice you cancelled. If you correct a mistake, issue a credit note with the next number rather than editing the old invoice.

Some countries, including India and several EU states, set specific rules for invoice series and length, so check the rules for your location. A simple prefix plus a counter is enough for most small businesses.

Show the dates that drive payment

Include the issue date, which is when you create the invoice, and the due date, which is when payment is expected. If you offer a discount for early payment, state the discount and the date it expires. If the work was delivered on a different date from the one you invoice, show the date of supply too, because some tax rules depend on it.

Write the payment terms in plain words as well as a date, for example "Net 30: payment due within 30 days of the invoice date". That removes any argument about what "due" means.

Describe the work so it can be approved

Each line should say what was delivered, in terms the client will recognise. "Consulting" is vague. "Three days of website copywriting, March 4 to 6" is something a manager can approve. For time-based work, show the quantity and the hourly or daily rate. For products, show the quantity, the unit price and any SKU or product code the client uses.

Keep the list short. If you have dozens of tiny items, group them into one line per project or per month and attach a detailed statement.

Get the maths right and show it

Show the subtotal, every discount, each tax at its own rate, any shipping or fees, the amount already paid and the balance due. Clients check arithmetic, and an invoice that does not add up delays payment. Round in one consistent place, usually at the line level or at the total, and use the same method every time.

• Subtotal of all lines before tax
• Discounts, shown as a separate line
• Tax at each rate, with the taxable amount it applies to
• Shipping or other fees, if any
• Amount already paid, if this is a partial invoice
• Total due, in the currency the client will pay in

Add the tax details your country requires

If you are registered for VAT, GST, sales tax or a similar tax, show your registration number and the rate charged. Clients who are also registered often need your number to reclaim the tax, so a missing number can cost them money and cost you the sale.

Rules differ a lot between countries. Some require the tax rate on each line, some require a summary by rate, and some require specific wording for exports or reverse charge. Treat the list in this guide as the general minimum, then confirm the exact requirements with your tax authority or an accountant.

Make payment easy and specific

Tell the client exactly how to pay. For a bank transfer, list the account name, bank name, account number or IBAN, and routing or SWIFT code. Add the invoice number as the payment reference so your bank can match the money to the invoice. If you accept card payments or online payment links, include the link and state which methods are accepted.

Add a note about bank fees for international transfers. Specify whether the amount is net of fees or whether the client should cover them. This single sentence prevents short payments.

Include clear notes and terms

Use the notes field for a short thank-you, a reminder of the project name, or a reference to a purchase order. Put longer terms, such as late payment interest or cancellation rules, in a footer or a separate agreement, and reference it from the invoice. Keep the tone professional and neutral, because the invoice may be forwarded to someone who has not worked with you before.

Checklist before you send

Use this list every time. It takes two minutes and prevents most payment problems.

• Your legal name, address and contact details are correct
• The client's legal name and billing address are correct
• The invoice number is unique and in sequence
• The issue date and due date are both shown
• Each line describes the work clearly, with quantity and rate
• Subtotal, discounts, taxes, fees and total all add up
• Your tax registration number and tax rates are shown, where required
• Bank or payment instructions include the invoice number as the reference
• The currency is stated on the invoice and in the totals
• You have saved a PDF copy for your records