How to Write an Invoice

Providing a service for someone and collecting payment may require you to submit an invoice to a client. Format an invoice you can customize for every business transaction or change to a prior agreement. The more details provided in an invoice, the easier it will be to keep track of your clients. Running a business obligates one to keep track of every payment record, for the protection of the vendor and client.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Paper
• Pen or computer with printer

Writing Your Own Invoice

1. Record the transaction(s) that transpired immediately, including the date and any additional comments. Creating the future bill at the time of service (if that is possible), will make keeping track of business simple. However, that is not always possible, so it is important to timely note every billing detail that is required in an invoice.

2. Write your name or business name, address and contact number for the first part of an invoice. Place this information across the top of the page or on the upper left hand corner. Even if you are writing your first invoice, you will need a reference number. Use a four digit code such as #1001 for your first invoice, as it makes organization easier in spreadsheets and is a typical format used.

3. Insert the invoice creation date and the date of the business transaction(s). The date the invoice was created should be across from or under the reference number. The date of services provided will be included in the portion of your invoice that covers billing. If pertinent, the time is required as part of the date in the billing section.

4. Clearly describe the work completed, item sold, or services rendered, this is the most critical part of an invoice. Include the time spent on the project, unless a set rate has been arranged in advance. Across from that information, itemize the cost or negotiated price. A proper invoice includes as much information as possible so the client does not need to contact you with questions while they are busy paying bills. At the bottom, clearly state the total, either by circling it or making the font bold.

5. Indicate when you anticipate payment at the bottom of the clearly stated total. Terms of payment are entirely at the discretion of you and the client. Payment is typically expected to be due between fourteen to thirty days. Simply stating "due upon receipt" will suffice and in a worst case scenario the invoice will have to adhere to any laws pertaining collections.

6. Print-out and/or sign your invoice at the very end. Even if you have a digital version of the invoice saved, making a physical copy is important. Without retaining a copy of the invoice, you will not be able to provide customer service (should it be needed), or keep track of your own business records.

Tips & Warnings

• Space out the invoice sections so that there is enough room for accounting departments to mark pertinent information.
• If applicable, make sure to add tax, otherwise, your invoice reflects tax is included in the fees charged.