How to Make an Invoice

An invoice is just a bill: a document that tells your customer what they bought, how much they owe and when it's due. It's also an important record for your taxes and bookkeeping. Here's how to make one that looks professional and gets paid.

1. Pick how you'll make it

You've got a few options. An online invoice generator like ours is the quickest: you fill in the blanks and download a PDF. You can also use a Word template, an Excel template (handy because it does the math), or accounting software if you're ready to pay monthly for it. For a handful of invoices a month, a free generator or template is plenty.

2. Add your business info

At the top, put your business name (or your own name if you're a sole proprietor), address, email and phone number. Add your logo if you have one. It's a small thing, but it makes you look established and helps your invoice stand out in a client's inbox.

3. Add your client's info

Under "Bill to," add your client's name or company, their billing address and, for businesses, the person or department that handles payments. If you're shipping goods or doing work at a different location, add that address too.

4. Give it a number and dates

Every invoice needs a unique invoice number. The simplest system is just counting up: INV-0001, INV-0002, and so on. Some people add the year (2026-001) or a client code (SMITH-001). Whatever you choose, never reuse a number.

Add the invoice date (the day you send it) and the due date. If you use terms like "Net 30," the due date is 30 days after the invoice date. Our guide to payment terms explains all the common ones.

5. List what you're charging for

Add one line per product or service, with a clear description, the quantity, the rate (price per unit or per hour) and the amount (quantity times rate). Be specific. "Website homepage design, 2 revision rounds" gets paid faster than "Services," because nobody has to email you to ask what it was for.

6. Add discounts, tax and shipping

Below the line items, show the subtotal, then any discount, then tax, then shipping, then the total. Sales tax, VAT and GST rules depend on where you are and what you sell, so check with your local tax authority if you're not sure whether to charge it. If a customer already paid a deposit, show it as "Amount paid" so the balance due is correct.

7. Explain how to pay you

This is the part people forget, and it's the one that matters most. Tell your client exactly how to pay: bank transfer details, a PayPal or Venmo handle, a card payment link, or who to make checks out to. The easier you make it, the faster you get paid.

8. Send it and keep a copy

Save the invoice as a PDF and email it with a short, friendly note, something like: "Hi Sarah, attached is invoice INV-0042 for the October work, due November 22. Thanks!" Name the file clearly ("INV-0042 Acme Co.pdf") and keep a copy of every invoice you send. You'll need them at tax time.

9. Follow up

If the due date passes, send a polite reminder. Most late payments are just forgotten, not refused. See how to get paid faster for reminder tips and a template.

Frequently asked questions