How to make an invoice (step by step)

An invoice is a request for payment: a document that lists what you provided, what it costs, and when and how to pay. Here's how to make one, whether you're a freelancer, contractor or small business.

1. Add your business details

Your business name (or your own name if you're a sole trader), email, phone and address. Add a logo if you have one.

2. Add your client's details

The client's name or company, contact person, and billing address. For businesses, ask whether they need a purchase order (PO) number on the invoice.

3. Give it a unique invoice number

Use a simple sequence such as INV-0001, INV-0002. Never reuse numbers: they're how you and your client track payments, and tax authorities expect them to be unique.

4. Set the invoice date and payment terms

Common terms:

• Due on receipt: payment expected immediately.
• Net 15 / Net 30: payment due 15 or 30 days after the invoice date.
• Deposit + balance: part paid upfront, the rest on completion.

Always show the actual due date, not just "Net 30". It removes any doubt.

5. Itemize your products or services

One line per item: a clear description, quantity (hours, units, days), rate, and amount. Specific descriptions get approved and paid faster than vague ones.

6. Add tax, discounts and the total

Show the subtotal, then any discount, sales tax or VAT, shipping, and the total due. If the client already paid a deposit, subtract it and show the balance due.

7. Explain how to pay

Bank transfer details, a payment link, or the methods you accept. If you take cards or PayPal, remember the processor keeps a fee: use our PayPal and Stripe fee calculators to see what you'll actually receive.

8. Send it and follow up

Email the invoice as a PDF the day the work is done. If it's not paid by the due date, send a polite reminder with the invoice attached, then follow up again a week later.

Make your invoice now

Our free invoice generator has all of the above built in, or start from a template for your trade.