What to put on an invoice (with a free template)
Everything a professional invoice needs — the required fields, how to number and date invoices, payment terms, and how to handle tax — plus a free generator.
A clear invoice gets paid faster. It tells your client exactly what they owe, why, and how to pay — with nothing left ambiguous. Here's what every invoice should include and a few habits that keep your books tidy.
The fields every invoice needs
At a minimum, a professional invoice has:
- The word "Invoice" and a unique invoice number (see below).
- Your details — business name, address, email, and tax/VAT number if you have one.
- Your client's details — who is being billed, and their address.
- Issue date and due date (or payment terms like "Net 14").
- Line items — a description, quantity, and unit price for each.
- Subtotal, tax, and total — the math, shown clearly.
- Payment details — bank/IBAN, or a payment link.
- Notes or terms — a thank-you, late-payment policy, or reference.
Number and date your invoices consistently
Every invoice should have a unique, sequential number — INV-001, INV-002, and so on. Consistent numbering makes invoices easy to reference, prevents duplicates, and keeps you organised at tax time. Pick a format and never reuse a number.
Always include an issue date and a clear due date. "Due on receipt" is fine for some clients, but a concrete date (e.g. 14 days out) removes excuses.
Set payment terms that get you paid
Spell out when and how you expect to be paid:
- Terms: Net 7, Net 14, or Net 30 are common. Shorter terms generally mean faster payment.
- Methods: list exactly how to pay (bank transfer with IBAN, card, or a link).
- Late fees: if you charge interest on overdue invoices, state the rate up front.
Handling tax and discounts
If you're registered for VAT or sales tax, show it as its own line so the client sees the net amount, the tax, and the gross total separately. If you're offering a discount, apply it to the subtotal before tax, and label it clearly. (Not sure how to compute the tax? See our guide on how to calculate VAT.)
A simple worked example
Brand identity design — 1 × 2,400 = 2,400 Landing page UI — 3 × 650 = 1,950 Subtotal: 4,350 · VAT (19%): 826.50 · Total: 5,176.50
Keep line items specific enough that the client remembers what they were for.
Create one in seconds
The free Invoice Generator builds a clean, professional invoice with automatic subtotal, tax, and total calculations — add your business and client, list your items, pick a currency, and download a print-ready PDF. It runs entirely in your browser with no sign-up, and you can keep multiple invoices side by side.