How to Create a Professional Invoice Template
(With Sample Invoice Templates)
WHAT IS AN INVOICE?
An invoice is a commercial document issued by businesses to indicate a transaction and request payment for the product or service provided.
In today’s business world, there are certain expectations around how we talk about money. An invoice is a powerful communication tool that ensures payment in a timely manner, it also makes a good impression on clients and sets the stage for long-term relationships. This Invoice Template Guide will discuss everything you need to know about invoicing and why it’s important to get it right.
Free invoice template
Invoice2go’s free invoice generator is a quick and easy way to draft and send a professional invoice. With one click of a button, you can download an invoice in PDF format. The free printable invoice template is suitable for entrepreneurs, freelancers, independent contractors, and other small and growing companies
WHAT TO INCLUDE IN AN INVOICE
We will use the featured sample invoice template to illustrate what to include in an invoice. We’ll also cover what the best practices are so you know how to make your invoice look professional, save time, and get paid faster.
- “Invoice”: This indicates the purpose of the commercial document and should be placed near the top of the page.
- Name of your business: Format in bold and place at the top of the page. Include your company logo for a branded look.
- Seller contact information: This not only lets your customer know how to contact you if they have any questions about the invoice, but could also lead to future business; if they are happy with their experience working with you, they might use the information to contact you again or refer you to a friend.
- Invoice No.(Invoice Number): To stay organized and make the tracking easier for your tax season, we strongly suggest providing unique and sequential invoice number for every invoice you send.
- Invoice Date: The issue date for the invoice. Pro tip: Getting your invoice out in a timely manner can help you improve cash flow and get paid faster. Bill your customer using the mobile invoicing app, right after you finish the job.
- Terms (or Payment Terms): Invoice terms depend on common practices of your industry, your relationship with the customer, and your cash flow needs. For example, “Net 30” means that the invoice is due 30 days after the Invoice Date. Be mindful some businesses may pay later than the stated due date, so you may want to include a buffer to keep your business free from a cash flow gap.
- Due Date: The Invoice Date plus Payment Term Days give you the Due Date, which is in plain English and easier to understand. Having a Due Date on the invoice is a tactful and professional way of making it clear to your customer when they should pay.
- Bill To: 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. Make sure that your client can understand every item, so that as soon as they receive the invoice, they can pay you instead of asking questions and delaying the process.
- Sales Tax: Depending on your jurisdiction and type of business, the tax requirement can get complicated. Be sure to follow instructions from your local tax bureau and include the appropriate tax amount on the invoice. Pro tip: Use an invoicing software to manage your business activities, change tax settings as you want and make your tax time easier.
- Discount: If you are offering a discount to your valued customer, include the number here. They will appreciate it and remember good things about doing business with you.
- Notes: Many people overlook it, but the notes section on the invoice can be invaluable. A simple phrase like “Thank you for your business” will leave a good impression to the customer and increase the chance of an invoice getting paid faster. You can also include Payment Instructions, Warranty Information or even a personalized message in this section to make them feel really special.
Sample Invoice Templates
Invoice2go makes it easy for small business owners to create great-looking, professional invoice. Below are a few sample invoice templates you can use as a guide to help you design and layout your invoices effectively.
The power of a professional invoice
Accurate billing is extremely important when it comes to independent contractors and small business owners. You can’t afford to lose a customer over something that should be done right the first time. Business owners who provide detailed, prompt invoices straight to the customer’s inbox come out way ahead in the credibility stakes.
Here’s our tips on building trust with your invoice:
- Be transparent – Your client wants to know where their money is going, so don’t hide or be too general with line items on your invoices, and be prepared to show receipts. Otherwise, they’ll wonder if you’re padding the bill. Be specific. For example, instead of listing “materials” as a single expense, list each one on its own line, such as: paint, nails, plywood, etc.
- Track your time each step of the way – Time is money, so it’s vital to keep track of it. It will also help you learn how long it will take to complete similar future projects. This will facilitate a better work schedule so you can tackle more jobs. Accurate time tracking will add more transparency to your billing and will help clients know what to expect when they need you to work on similar tasks later. Use time-tracking mobile apps so you can clock in and clock out right there on the job and not have to estimate your work hours once you’re done.
- Use a digital format – Using a digital format is one way to ensure your invoice is professional, and to indicate that you’re likely to use the latest tools, and follow best practices, on the job. Simple mobile apps like Invoice2go will allow you to create and send professional estimates and invoices on site when the project is still fresh in your client’s mind. These apps can even store receipts so you have a real-time way to keep your expenses organized for easy presentation to your clients.
Learn more about how to make your invoices more effective on Invoice2go blog
Why Mobile Invoicing Works Better
Your Office in Your Pocket
Send invoices and estimates from your mobile phone, tablet or computer. Invoice on the spot, as soon as you finish the job.
Save more time
Spend more time on your business and less on sending invoices. Mobile invoicing saves you an average of 3 hours per week and gets you paid up to 7 days faster.
Stay organized
Lost paperwork means lost time. Stay on top of payments by running a quick report to find out who’s on time and who still owes you money.
It's simple
Invoice2go is easy to use and helps you look more professional. Get started in minutes, right from your phone, tablet or computer.
How to Create An Invoice with Invoice2go Mobile App
Creating an invoice and emailing it to your customer using Invoice2go’s mobile app is easy – You can do this on your home computer, tablet, or mobile phone using the same steps.
Step 1 – Create a new invoice. From the home screen, tap ‘Invoice’.
Step 2 – Add a customer. Tap the ‘Customer Name’ field to add new client or select from existing client list.
Step 3 – Add an item. Tap the ‘Items’ field and you can either write a description or pick up from product list.
Step 4 – Include other details such as discount information or a personal message. Save, Preview, and Email your invoice to the client.
Now your invoice is on the way to your client. You can also use Invoice2go to keep track of payments and stay organized.
More professional invoices created with Invoice2go
