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How to create and send a professional invoice

This invoice template guide will tell you everything you need to know about creating the most effective invoices to get you paid faster. Download our app now for free and start sending professional invoices within minutes.

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What is an invoice?

Name of your small business

Your business name is one of the most important elements of an official invoice template. It shows who you are and establishes your brand. Include your company logo for an extra-professional touch. The Invoice2go app helps you create a simple logo if you don’t have one already.

Seller contact information

Adding seller contact information lets your clients know how to contact you if they have any questions about the invoice. It also allows them to contact you for future work.

Invoice number

To stay organised and make the tracking easier for tax season, it’s best to provide a unique and sequential invoice number for every invoice you send.

Payment terms

There are three main types of payment terms small businesses use. These invoice payment terms depend on common practices of your industry, your relationship with the client, and your cash flow needs. For example, “Net 30” means that the invoice is due 30 days after the invoice date. Be mindful that some businesses may pay later than the stated due date, so you may want to account for a little extra time to avoid a cash-flow gap.

Due date

The invoice date plus payment term days give you the due date, which should be in plain English and easy to understand. Having a due date on the invoice is a tactful and professional way of making it clear to your client when they should pay. Setting up payment reminders can also help keep your customers on schedule to pay.

Bill to contact information

Who this invoice is intended for and their contact information.

Product or service details

Specify description, quantity, rate, amount, and subtotal. The more details you include on the invoice, the better. This way, your client will know exactly what they are paying for upon receiving the invoice.

VAT

Depending on your jurisdiction and type of business, the tax requirement can vary. Refer to your local tax ofice and include the appropriate tax amount on the invoice. Pro tip: Use an invoicing app to manage your business activities, change tax settings as needed, and make your tax time easier.

Discount

If you are offering a discount to a valued client, include the number here. This can be a percentage or actual amount.

Notes

A simple, personalised note will leave a good impression on the client and increase the chance of an invoice getting paid faster. You can also include payment instructions, warranty information, discount details, or anything else relevant to the job.

Sample professional invoice templates

Looking to create the best invoice? We’ve got you covered. Below are some small business invoice examples. Using Invoice2go’s custom templates, the examples in this guide cover a range of industries from construction invoice templates to freelance invoice templates. We’ll also cover invoicing best practices to help you make a good impression with your clients. Create and download your own invoice with our free invoice generator.

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How to create an invoice in minutes with Invoice2go

  1. Start a free trial and open the app.
  2. Tap ‘create‘ from your home screen, and select ‘invoice’.
  3. Tap ‘add client‘, and select ‘+’.
  4. Tap ‘add items‘ and add a saved item, expense, or time entry to your invoice.
  5. Include any other details you choose: a discount, request for a deposit, payment details, or a personal comment. Attach receipts or photos of the job if you have them.
  6. Save, preview, and send your invoice by email, text, or the messaging app of your choice.
  7. Now your invoice is on its way. Stay on top of your overall business by using Invoice2go to collect and keep track of your payments.

Create an invoice for your small business that gets you paid quickly

Go digital

Your business name is one of the most important elements of an official invoice template. It shows who you are and establishes your brand. Include your company logo for an extra-professional touch. The Invoice2go app helps you create a simple logo if you don’t have one already.

Send your invoice right when the job is done

Send your invoices out as quickly as possible, while your services are still fresh in your client’s mind. The quicker you send the invoice, the quicker you get paid.

Itemise your line items, don't generalise

Your client wants to know exactly where their money is going, and your invoice should communicate the nitty-gritty details of the job. Be specific rather than general with your line items. Instead of listing “materials” as a single expense, itemise each one on its own line, such as paint, nails, plywood, etc. It’s also a good idea to attach receipts to back your claims. Don’t risk having your client wonder if you’re padding the bill.

Make it easy to pay

Offer your clients as many ways to pay as possible. You can drastically increase how quickly you get paid by accepting digital forms of payment like PayPal, debit card or credit card. You only pay a small % fee for the assurance the money is on the way.

Shorten your payment terms

Don’t be afraid of tightening up the usual 30-day terms to something more like 14 days. Some clients will wait until the last-possible moment to pay an invoice. Just be sure to communicate your payment terms in person and on the invoice itself.

Set up automatic payment reminders

By using a tool like Invoice2go, you can set up automatic payment reminders to arrive in your client’s inbox on the days you specify (i.e. on the due date, three days before the invoice is due, etc.) A friendly nudge can go a long way to getting you paid on time.

Paper invoicing

Online invoicing

Average days until payment23 days16 days
 (3 days on average if accepting digital payments)
CostPaper, ink and postage
Time to print and send an invoice
Time to review and correct data entry errors
Time to chase clients and confirm receipt
Invoice2go plans start as low as $5/month USD
Delivery time1-3 business days or longer, as determined by your postal serviceImmediate
Invoice status tracking-
Automatic payment reminders-
Data syncFiling cabinetAlways backed up to the cloud, accessible from any device
Mobility & flexibilityLow – invoicing typically done back in the officeHigh – send invoices and access your information from anywhere
Environmental impactHigh – trees used for paper and carbon emissions produced from postageLow

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