How to write an invoice
A good invoice answers four questions: who is billing, for what, how much, and by when.
Your details and the client’s
Your business or full name, contact details and address, then the client’s correct billing name. Add a tax ID if the rules where you work require it.
A unique invoice number
Use a steady sequence such as INV-001, INV-002. Never reuse a number. The generator suggests the next one and remembers it on your device.
Dates and payment terms
The issue date and a clear due date. Say how you want to be paid, and only add late-payment terms that are lawful and agreed.
The work, line by line
Describe each job, part or service in plain words with quantity, rate and line total. Trades should keep labor and materials apart.
Tax, discounts and the total
Show any discount and tax as separate lines so the client can follow the maths, then a clear total or balance due.
Keep a copy
Save the PDF with any quote, photos or sign-off for that job. You may need them for your tax records or a dispute.
Not sure where to start? Pick a template for your trade and the typical lines are filled in for you.
General information, not legal, tax or accounting advice. Rules differ by location and business type.