What to Include on an Invoice: Free Checklist

Everything a professional invoice should show, from invoice number and due date to payment details. Use this checklist and get paid faster.

A clear invoice gets paid faster. A missing detail can delay payment for weeks, because the client has to come back and ask.

Use this checklist before you send any invoice.

What must an invoice include?

1. The word "Invoice". It makes the document easy to recognise.
2. A unique invoice number. See how to number invoices.
3. Issue date and due date. The due date should be a real date, not only "30 days".
4. Your business name, address and contact details. Add your tax or VAT number if you have one.
5. Your client's name and address. Use the legal business name when you can.
6. A description of each item. Say what was done or sold, with dates if it helps.
7. Quantity, unit price and line total. Hours and rates for services, units and prices for products.
8. Subtotal, tax and total. Show tax as its own line.
9. Payment details. Bank details, a payment link or accepted methods.
10. Payment terms. For example "Payment due within 14 days". Read more on invoice payment terms.

Want to try it right away? Free Invoice Generator is free and needs no signup.

What extras can help you get paid?

• A purchase order number if your client uses them.
• A late payment note, such as interest or a fixed fee after the due date.
• A short thank-you line. It costs nothing and keeps the tone friendly.
• Your logo, so the invoice looks professional.

Common invoice mistakes

• No due date, so the client pays whenever they like.
• A different business name from the one on the contract.
• Tax mixed into the price with no separate line.
• Bank details with a typo.

Create an invoice with all of this

A free invoice generator keeps these fields in the right place, adds up the totals and exports a PDF. If you are new to it, follow the steps in how to create an invoice.

FAQ

What is the minimum information on an invoice?

At least the invoice number, date, seller and buyer details, a description of what was supplied, the amount and any tax. Some countries require more, so check your local rules.

Does an invoice need a due date?

It is not always required by law, but you should always add one. Without it, clients do not know when to pay.

Can I send an invoice as a PDF?

Yes. A PDF is the most common format and is accepted almost everywhere.

Is this legal advice?

No. Invoice rules differ by country. Check with your tax authority or an accountant.