How to Fill Out a Work Invoice for a Client
Filling out an invoice incorrectly can cause your client to delay your payment. Work invoices inform your client what work you performed, the date of the work and breakdown your charges into an itemized list. Your clients need invoices that correspond to payments for their tax records. While they can write off payments to your business using their financial statements, the Internal Revenue Service prefers to be able to match statements to invoices in the event of an audit.
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Instructions
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Insert your company name and address on the invoice. If you are using a preprinted invoice, it will include spaces for this information. Write the information at the top if you are giving your client a handwritten work invoice.
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Write the customer's name and address on the invoice. Use the provided space on a preprinted invoice or write "To:" and include the information.
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Include the invoice date and number. The invoice date is the date you are writing the invoice. Include your payment terms with the date. For example, 06/13/2011, Net 10. Net 10 signifies that the client has 10 days to pay the invoice. The invoice number is up to you, but most businesses number their invoices sequentially.
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Write the date that you performed the service or sold the goods.
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Specify the service or sold goods by providing an adequate description on the invoice. Include the cost per item for the service or goods and write the total cost. For example, 12 cases of widgets at $10 each. Total cost $120.
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Subtotal your invoice. If the client purchased more than one item or service, include the subtotal of the sale after the last description.
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Calculate the sales tax for the invoice. List the sales tax for the state or municipality and include it and the rate on the invoice. For example, state sales tax, 7 percent, $8.40.
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Total your invoice. For example, $120 + $8.40 = $128.40.
Write "Thank You for Your Business," and sign the invoice.
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Tips & Warnings
If you are mailing the invoice to the client, make sure you have the correct address.
Align any subtotals on your invoice by the decimal point in the amount.
Including a business card with your invoice can make it easier for your customer to add your company information to his data file.
If you charge a finance charge for invoices that clients do not pay within your terms, you must note that on the invoice or you will be unable to collect the charges.
