What to Include on an Invoice: Checklist & Common Mistakes

The must-haves

The word "Invoice" at the top, so it doesn't get mistaken for a quote or a receipt.
A unique invoice number. Your client's accounting system will almost certainly ask for it.
Invoice date: the date you issue it.
Due date or payment terms, like "Due on receipt," "Net 15" or a specific date.
Your details: business name, address, email and phone.
Your client's details: name or company, and billing address.
Line items: description, quantity, rate and amount for each product or service.
Totals: subtotal, discounts, tax, shipping and the total due.
How to pay: accepted methods and the details needed to pay you.

Purchase order (PO) number, if your client issued one. Many companies won't pay an invoice without it.
Tax registration number (VAT, GST, HST or similar), if you're registered. It's required on tax invoices in many countries.
Ship-to or job site address, if it's different from the billing address.
Deposits or amounts already paid, so the balance due is clear.
Late payment terms, like a monthly late fee, if you charge one and it's allowed where you work.

Your logo and a consistent color, so your invoices look like they came from a real business.
A short thank-you note. It costs nothing, and people like paying people who are nice.
Your website or social handle, if you'd like more referrals.

Mistake	Why it's a problem
No due date	"Whenever" usually means "later." Always give a date.
Vague descriptions	The client has to ask what it's for, and payment stalls.
Wrong or missing PO number	Big companies' payment systems will reject the invoice.
Math errors	Kills trust fast. Use a tool that calculates for you.
No payment instructions	Makes it harder to pay you than to put it off.
Sending a Word doc	It can be edited and may look different on their computer. Send a PDF.

Our free invoice maker has a spot for every one of these, so you can't forget them.

Free, private, and done in about a minute.