How To Write an Invoice: A Beginner’s Guide

how to write an invoice

When you run a business, it’s important to keep track of your expenses. One way to do that is by issuing invoices to clients for the products or services you’ve provided.

An invoice should include all the necessary information, such as the company name, contact information, product or service description, pricing and terms of payment.

It’s important to keep your invoices neat and tidy, and to make sure that all the necessary information is included so that there are no misunderstandings between you and your clients.

In this article, we’ll show you how to write a professional and accurate invoice for your business.

What Are the Benefits of Invoicing?

There are several benefits of issuing invoices to your clients:

It helps you keep track of your expenses. This is important for both tax purposes and for monitoring the financial health of your business.

It provides a record of the products or services you’ve provided. This can be helpful if there’s ever a dispute about what was provided or how much was charged.

It shows that you’re a professional business. This can give your business a boost in the eyes of potential clients.

It can help you get paid faster. When clients see a well-organized invoice, they’re more likely to pay it promptly.

How to Write an Invoice

how to write an invoice

Now that you know the benefits of issuing invoices, let’s take a look at how to write one.

Remember, tools such as a free online invoice maker are now easily accessible and can help you create professional invoices with just a couple of clicks.

Company Name and Contact Information

Include your company name, business address, phone number and email address. You should also include your logo if you have one. This information goes at the top of the invoice.

Client Name and Contact Information

Next, include your client’s name and contact information. This can be their full name, business name or just their initials. You should also include their address, phone number and email address.

If you have a long list of clients, you may want to include their account number so that you can easily keep track of who owes you what.

Invoice Number and Date

Every invoice should have a unique number. This will come in handy if you ever need to reference the invoice at a later date. You should also include the date on which the invoice was issued.

Description of Products or Services

This is where you’ll list the products or services that you provided, as well as the quantity and price of each. Be sure to include a detailed description so that there’s no confusion about what was provided.

Terms of Payment

Include information about the due date and any late payment fees that may apply. You should also include your preferred payment method, such as cash, check or credit card.

Total Amount Due

At the bottom of the invoice, include the total amount that is due. Be sure to calculate this correctly to avoid any misunderstandings.


If you’re issuing a paper invoice, be sure to sign it. This shows that you agree with the terms of payment and are legally bound to them.

Can I Create My Own Invoice?

how to write an invoice

Yes, you can create your own professional invoices using a word processing program or spreadsheet application. However, there are also many software programs that can help you create and manage invoices.

Some invoice software programs, such as QuickBooks, have built-in invoice templates that you can use. There are also many Invoice Template websites where you can download templates for free or for a small fee.

When choosing an invoice template, be sure to choose one that is compatible with the accounting software you’re using. And be sure to customize the template to include your company’s logo and contact information.

Creating your own invoice can be time-consuming, so if you don’t have the time or inclination to do it yourself, you can always hire a professional to do it for you.

What is the Best Format for an Invoice?

how to write an invoice

There is no one “best” format for an invoice. The format you use will depend on your business, your invoicing software and your personal preferences.

Some businesses prefer to use a simple text-based invoice, while others prefer to use a more elaborate design. And some businesses find it helpful to include a payment slip with their invoices, while others do not.

During the invoicing process, the most important thing is to make sure that your invoices are accurate and include all the necessary information. As long as you do that, you can use any format you like.

What is an Example of an Invoice?

Here is an example of a simple invoice:

ABC Corporation

123 Main Street

Suite 456

New York, NY 10001

Invoice Number: 12345

Date: January 1, 2020

To: John Doe

34 Oak Street

New York, NY 10003

From: ABC Corporation

123 Main Street

Suite 456

New York, NY 10001


Widget Repair

Quantity: 1

Price: $100

Total Due: $100

Thank you for your business!


Your Name Here

Free Invoice Templates

If you’re looking for a free invoice template, you can find many free templates online. Just do a search for “invoice template” and you’ll find plenty of results.

There are also many software programs that offer free invoice templates. For example, Microsoft Word has several built-in invoice templates that you can use.

What Should an Invoice Look Like?

Invoices can take many different forms, but there are a few key elements that all invoices should include:

1. Company name and contact details

2. Invoice date and number

3. Description of products or services

4. Terms of payment

5. Total amount due

By including these five things in your invoices, you can be sure that they will be accurate and professional.

Are Invoices Necessary?

Invoices are not strictly necessary for small business owners, but they can be very helpful in keeping track of your finances.

By creating an invoice for each transaction, you can keep a clear record of what was purchased, when it was purchased and how much it cost. This can be helpful come tax time or if you ever need to dispute a charge with a customer.

Invoices can also help you keep track of payments. By including payment terms on your invoices, you can remind customers when they need to pay and avoid any misunderstandings.

While invoices are not strictly necessary, they can be very helpful in keeping your business organized and running smoothly.

Invoices for Freelances

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If you’re a freelancer, you likely already know how important it is to keep accurate records of your income and expenses.

Invoices can be a helpful way to keep track of your earnings, as they provide a clear record of what work was completed and when. This can be helpful come tax time or if you ever need to dispute a charge with a customer.

Do Freelancers Need Invoices?

Whether you’re a freelancer or a business owner, it’s important to understand the ins and outs of invoicing.

In the freelancing world, an invoice is often seen as a key piece of documentation in the client-freelancer relationship. It can be used to establish trust and clarity between both parties, and can help to ensure that everyone is on the same page when it comes to billing and payments.

For some freelancers, creating invoices may seem like an unnecessary extra step in their workflow. But there are several reasons why it’s important for freelancers to send invoices to their clients

It Establishes Trust and Clarity

When you send an invoice to your client, it shows that you’re professional and that you take your work seriously.

It also provides a clear breakdown of what services were provided, how much they cost, and when/how the client should expect to pay.

This can help to avoid any confusion or misunderstandings down the road.

It Can Help With Bookkeeping and Accounting

Keeping track of your income and expenses is essential for any small business owner – and invoices can be a great way to keep track of your earnings.

By keeping accurate records of your invoices, you’ll make it easier to track your finances and stay on top of your business’s financial health.

It Protects You in Case of Disagreements or Disputes

If there ever arises a situation where you and your client have a disagreement about payments, having an invoice as evidence can be incredibly helpful.

Having an invoice on file can help to speed up the payment process, and can prevent any arguments or misunderstandings from occurring.

Overall, sending invoices is a great way to establish trust and clarity with your clients, as well as protecting yourself in case of any disagreements down the road.

If you’re not currently sending invoices to your clients, I highly recommend giving it a try – it can be a valuable tool in any freelancer’s toolkit.

How Do You Write Invoices for Freelance Work?

Now that we’ve established why it’s important to send invoices for your freelance work, let’s take a look at how to actually write one.

There is no one-size-fits-all solution when it comes to writing invoices, as the specific details will vary depending on your business and your client’s needs.

However, all of the details mentioned above should still be included on a standard invoice for freelancers

What Should Freelance Invoices Contain?

There are a few key pieces of information that should be included on every invoice, regardless of the specific details. Here’s what you’ll need to include:

  • Your name or your business’s name
  • Your contact information (phone number, email address, etc.)
  • The client’s name and contact information
  • A description of the work that was provided
  • The date that the work was completed
  • The amount due
  • The terms of payment (e.g. “net 30” meaning the client has 30 days to pay)

Invoices can be sent electronically or via physical mail, but either way, it’s important to include all of the relevant information so that there are no misunderstandings.

When in doubt, err on the side of including too much information rather than too little – it’s better to be safe than sorry!

Why Are Invoices Important to Customers?

Invoices are not just important to freelancers – they’re also important to customers. After all, an invoice is essentially a contract between the customer and the service provider, and it should be treated as such.

Many customers may not even think about invoices until they receive one, but it’s still a good idea to include all of the relevant information on your invoices.

This way, if there are ever any questions or disputes about the work that was provided, you’ll have a written record to refer back to.

Including all of the necessary information on your invoices can help to build trust with your customers, and can make it easier to resolve any issues that may arise.

Sending Invoices and Getting Paid

As a freelancer, one of the most important things you can do is send invoices and get paid on time.

Sending invoices can be a bit of a hassle, but it’s essential for running a successful business. By taking the time to learn how to correctly write and send invoices, you can save yourself a lot of time and hassle down the road.

Follow the tips above to make sure that your invoices are accurate and professional, and always be sure to include all of the relevant information.

With a little practice, sending invoices will become second nature – and you’ll be one step closer to getting paid on time, every time. Thanks for reading!