Invoice guide
How to create an invoice
A good invoice records completed work, shows exactly what the customer owes and makes the next step easy to understand.
Gather the invoice details
Start with your business name and contact information, the customer's billing details, the service address when it matters, and a unique invoice number. Add the issue date and a due date that matches the payment terms you agreed to.
- Your business name and contact information
- Customer name, billing contact and service address
- Invoice number, issue date and payment due date
- Any purchase order or project reference the customer uses
Describe the completed work
Write line-item descriptions a customer can recognize without calling for an explanation. Separate labor, materials, fees and approved changes when that makes the bill easier to verify.
- Use one line for each meaningful service or material
- Show quantity and unit price when they add useful detail
- Include approved changes that were completed
- Do not invoice preliminary work that was never authorized
Calculate the amount due
Confirm every row total before calculating the subtotal. Then add discounts, deposits, taxes you determined apply and any other disclosed adjustment. The final balance should reconcile with the line items above it.
- Subtotal the completed items
- Subtract deposits, credits and discounts
- Add applicable tax or disclosed fees
- Display the final amount due clearly
Add payment instructions and review
Tell the customer when payment is due and how you accept it. Before sending, reread names, dates, descriptions and totals. A short review prevents the errors that most often delay payment.
- Confirm the customer and service address
- Check the invoice number and dates
- Recalculate quantities, rates and credits
- Preview the customer-facing document before sending
Frequently asked questions
What information must an invoice include?
A practical invoice should identify the business and customer, show a unique invoice number and dates, describe the completed work, itemize the charges, display the balance due and explain the chosen payment terms.
When should I send an invoice?
Send it after the work is completed or when you reach an agreed billing milestone. If the scope and price are still preliminary, use an estimate instead.
Can I create an invoice without an account?
Yes. Free Invoice Love lets you create and review the draft before creating an account. Phone verification is required only when you send it.
Create your invoice while the details are fresh
Open the invoice tab, enter the completed work and review the draft before you send it.
Create a free invoice