How to Write a Professional Invoice: What to Include

What an invoice should include

• Your details: name or business name, address and contact information.
• Client details: who you are billing.
• Invoice number and dates: a unique number, the issue date and the due date.
• Items: a clear description, quantity and rate for each line.
• Tax and total: any tax, then the total amount due.
• Payment details: how to pay, such as bank details or a payment link, and your payment terms.

Create an invoice with Invoice Generator

1. Open Invoice Generator.
2. Fill in your details and your client's details.
3. Add each item with its quantity and rate. Totals are worked out for you.
4. Add tax and any notes, such as payment instructions.
5. Choose an accent colour, then download the PDF.

Need a price offer before the work starts? Quotation Generator works the same way.

Late payments and the late-fee simulator

Clear payment terms help you get paid on time. The tool includes a late-fee simulator that shows how a fee would grow over time, so you can choose terms you are comfortable stating on the invoice. Only include terms you are allowed and willing to apply.

Working out tax

To check a price with VAT, GST or sales tax added or removed, try the VAT and Sales Tax Calculator. Use the rate that applies to you and confirm it with your tax authority.

A note about languages

The PDF uses standard fonts, so only Latin letters print correctly. Urdu or Arabic text appears as question marks in the PDF.

Frequently asked questions