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Invoice Generator Tool

What to include on an invoice (checklist)

Updated · 2 min read

A good invoice answers every question your client’s accounts team might have, so they can pay it without emailing you back. Use this checklist.

The essentials

  1. The word “Invoice”. It sounds obvious, but it tells finance teams what the document is. If you are registered for tax, some countries require the words “Tax invoice”.
  2. A unique invoice number. Sequential and never reused. See how to number invoices.
  3. Invoice date. The date you issue it.
  4. Due date or payment terms. For example, “Net 30” or a specific date.
  5. Your details. Business or trading name, address, email, phone.
  6. Your client’s details. Company name, billing address and a contact name.
  7. Line items. A description, quantity, rate and amount for each product or service.
  8. Subtotal, tax and total. Show each clearly.
  9. Balance due. What is left to pay after any deposit or partial payment.
  10. How to pay. Bank details, payment link or accepted methods.

Often required, depending on where you are

  • Tax registration number (VAT, GST, ABN, GSTIN, EIN) if you are registered.
  • Tax breakdown: the rate and amount for each rate applied.
  • Client’s tax number for some business-to-business sales.
  • Company registration number and registered office for limited companies in some countries.

Helpful extras

  • PO number if the client uses purchase orders.
  • Shipping address when delivering goods.
  • Project or contract reference so the invoice is easy to match.
  • Late payment terms, for example interest on overdue invoices, if your contract allows it.
  • A thank-you note.

Common mistakes that delay payment

Mistake Fix
Vague descriptions (“Services”) Describe the work and period covered
Missing PO number Ask for it before invoicing
Wrong contact Address it to accounts payable, not just your project contact
No payment instructions Add bank details or a payment link
Duplicate invoice numbers Use a simple, strict sequence
Maths errors Use a tool that totals for you

Our invoice generator has a field for every item on this list, and you can rename any label to match the terms your country or industry uses.

Frequently asked questions

Is an invoice legally required to have certain details?

In many countries, yes, especially if you are registered for VAT or GST. Tax invoices often need your registration number, the tax rate and amount, and the client’s details. Check your local tax authority’s requirements.

Does an invoice need a signature?

Generally no. A signature is not usually required for an invoice to be valid, though some clients or industries may ask for one.

Should I include my bank details on an invoice?

Yes, if you want to be paid by bank transfer. Include the account name, account number and any codes your client needs, such as a sort code, IBAN, SWIFT/BIC or routing number.

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