How to Make an Invoice: What to Include (With a Free Template)

Whether you are a freelancer, a tutor or a small shop, a clear invoice makes you look professional and helps you get paid on time. This guide covers exactly what to put on an invoice, how to calculate totals with discount and tax, and the small habits that reduce late payments. When you are ready, our free Invoice Generator creates a ready-to-send PDF in your browser.

What is an invoice?

An invoice is a document you send to a customer asking for payment for goods or services you have provided. It records what was sold, when, for how much and when payment is due. Invoices are also important records for your own accounts and taxes, so keep a copy of every invoice you send.

An invoice is different from a quote (an offer before work starts) and a receipt (proof that payment has already been made).

What to include on an invoice

The UK government’s guidance is a useful checklist that applies to most businesses. It says an invoice must include:

• A unique identification number
• Your company name, address and contact information
• The company name and address of the customer you are invoicing
• A clear description of what you are charging for
• The date the goods or service were provided (supply date)
• The date of the invoice
• The amount(s) being charged
• VAT amount if applicable
• The total amount owed

Good practice also adds a due date, payment methods (bank details, wallet or payment link) and any late-payment terms. Tax-registered businesses may need extra details, such as a VAT, GST or NTN number, depending on the country — check your local tax authority’s rules.

How to make an invoice step by step

1. Add your details. Business or personal name, address, email and phone. Add a logo if you have one.
2. Add your client’s details. Their name or company name and address.
3. Number the invoice. Use a simple sequence such as INV-0001, INV-0002. Never reuse a number.
4. Set the dates. Invoice date and due date (for example, 14 days later).
5. List the items. One line per product or service with quantity and rate. Be specific: “Logo design – 3 concepts, 2 revisions” beats “Design work”.
6. Apply discount and tax. Discount usually comes off the subtotal first, then tax is calculated on the discounted amount.
7. Add payment details and notes. Bank account, payment link and a short thank-you.
8. Export as PDF and send. PDFs look the same on every device and are hard to edit by accident.

In the Invoice Generator, fill in the boxes, choose your currency and press Download invoice PDF. Your details are saved in your browser, so the next invoice takes seconds — just change the number and items.

Invoice example

Check it yourself: $620 − $62 = $558, and 16% of $558 is $89.28, so the total is $647.28. Our Percentage Calculator and Discount Calculator are handy for checking figures like these.

Payment terms that help you get paid faster

• Agree terms before you start. Put payment terms in your quote or contract, then repeat them on the invoice.
• Use a clear due date — “Due 10 November 2026” is clearer than “Net 14”.
• Make paying easy. List every payment option and the exact account name.
• Invoice promptly — the day you deliver, not weeks later.
• Ask for a deposit on large projects (for example, 30–50% upfront).
• Follow up politely a few days before and on the due date.

Common invoicing mistakes

• Missing or duplicate invoice numbers.
• Vague descriptions that lead to questions and delays.
• Wrong client name or address, especially for companies that need exact legal names.
• Calculation errors in tax or discount.
• No due date or payment instructions.
• Sending an editable Word file instead of a PDF.

Frequently asked questions