What should I put on an invoice?

The word Invoice, a unique number, issue and due dates, your business details, the client's details, each item with quantity and price, subtotal, tax and total, and how to pay. Add your tax ID if your country requires it.

How do I number invoices?

Sequentially and never reused: INV-0001, INV-0002… Many freelancers prefix the year (2026-001) so the sequence resets each January. Gaps are fine; duplicates are not.

What payment terms should a freelancer use?

Net 14 or Net 30 are the most common — payment due 14 or 30 days after the invoice date. For new clients or small jobs, 'due on receipt' is normal. State the terms and the due date on the invoice itself.

Can I charge a late fee?

Usually yes if the terms were agreed before the work — put them on the estimate or contract and repeat them on the invoice. Check local rules; some countries cap late interest.

What's the difference between an invoice and a receipt?

An invoice asks for payment and has a due date. A receipt confirms that payment was made. Once an invoice is paid, the same document marked Paid with the paid date can serve as the receipt.

How to write an invoice

An invoice is a request for payment. Done right, it answers every question the client's accountant might have, so it goes straight to the "pay" pile. Here is what goes on it, in the order people read it.

The 8 things every invoice needs

The word "Invoice" and a unique number. Sequential (INV-0001, INV-0002…), never reused. Accountants file by number.
Issue date and due date. "Due on receipt", "Net 14" or "Net 30" — and write the actual due date, not just the term.
Who you are. Business name, address, email, phone, and your tax or registration ID if required where you are.
Who the client is. Legal name and billing address; the person who ordered the work if it's a large company.
What you did. One line per item or milestone: description, quantity, unit price, amount. Clear descriptions get paid faster than "Services rendered".
Subtotal, tax and total. Show the tax rate. If you don't charge tax, say so if your jurisdiction expects a note.
How to pay. Bank details, a payment link, or a payment QR code the client can scan with their phone. Fewer steps, faster payment.
Terms and a thank-you. Late-fee terms if agreed, a reference to the estimate or contract, and one polite line.

Numbering that survives an audit

Pick one pattern and keep it: INV-0042, or year-based 2026-042. Estimates get their own prefix (EST-) so they never collide with invoices. When an estimate is accepted, the invoice should reference it ("as per estimate EST-017").

Payment terms that actually work

Term	Meaning	Use it when
Due on receipt	Pay now	Small jobs, new clients, retail
Net 14	Within 14 days	Freelance work, repeat clients
Net 30	Within 30 days	Companies with accounts-payable cycles
50% upfront	Half before, half after	Projects longer than a couple of weeks

Mistakes that delay payment

No due date, only "Net 30" — the client has to compute it, and won't.
Vague line items. "Consulting" gets queried; "Kick-off workshop, 3 h, 12 March" gets paid.
Missing bank details or a wrong account number — the most common reason for a two-week delay.
Sending it to the wrong person. Ask who approves invoices before you send the first one.
No follow-up. A friendly reminder the day after the due date is normal and expected.

Do it in a minute

Use the free invoice template on this site for a one-off. If you invoice regularly, Smart Invoice & Estimate Maker on iPhone keeps clients, items and tax rates, numbers invoices for you, puts a payment QR code on each one and shows what's paid, unpaid and overdue.

Published 2026-09-26 · Updated 2026-09-26 · go ka