How to Create a Professional Invoice
A clear, professional invoice gets you paid faster. Follow this step-by-step guide to ensure you never miss a detail.
Three Ways to Make an Invoice
Handwritten
Slow and outdated. Hard to track and easy to lose. Not recommended for modern businesses.
Word / Excel
Flexible but prone to formula errors. Requires manual file management and layout skills.
Online Generator
Fast, error-free, and professional. Calculations are automatic and templates are ready to use.
Step-by-Step: Writing Your Invoice
Whether you use our free generator or a spreadsheet, every invoice needs these 5 key elements:
- Add Your Branding
Put your logo in the top corner. It builds trust immediately. Make sure your business name, address, and contact info are clearly visible.
- Identify the Client
Under "Bill To", list your client's business name and address. If you're sending it to a specific person (e.g., "Attn: Jane Doe"), add that too.
- The "Big 3" Invoice Details
- Invoice Number: Unique for every document (e.g., INV-001). Never duplicate these!
- Issue Date: Today's date.
- Due Date: When you expect payment (e.g., in 14 or 30 days).
- List Your Services (Line Items)
Be specific. Instead of "Consulting", write "Web Design Services - Homepage Redesign (10 hours)". Include the quantity, rate, and subtotal.
- Payment Terms & Banking Info
Don't make them guess how to pay you. List your Bank Account Number, PayPal email, or payment link clearly at the bottom.
Create Your First Invoice in 30 Seconds
Try our free generator. It handles the math and formatting for you.
Generate Invoice NowCommon Mistakes to Avoid
- Forgetting a unique invoice number
- Vague descriptions (e.g., 'Services')
- Missing payment due date
- Sending it to the wrong email address
- Not including tax (VAT/GST) if required