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How to Create a Professional Invoice
This invoice template guide will discuss everything you need to know to create the most effective invoices to get you paid faster. Download our app now for free and start sending professional invoices within minutes.
What is an invoice?
An invoice, sometimes called a sales invoice or bill, is a document issued by a business to indicate a transaction, and to request payment for a product or service provided.
Name of your 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 organized 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 payments 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.
Sales tax
Depending on your jurisdiction and type of business, the tax requirement can vary.Refer to your local tax bureau and include the appropriate tax amount on the invoice. Pro tip: Use an invoicing app to manage your business activities, change tax settings as need be 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, personalized note will leave a good impression with 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 invoice templates
Looking to create the best invoice? We’ve get you covered. Below are some small business invoice examples. Using Invoice2go custom templates, the examples in this guide cover a range of industries including construction invoice templates to freelance invoice templates. We’ll also cover invoicing best practices to help you make a good impression with your clients.
How to create an invoice in minutes with Invoice2go
Start a free trial
Tap ‘Create‘ from your home screen, and select ‘Invoice’
Tap ‘Add client‘, and select ‘+’
Tap ‘Add items‘ and add a saved Item, Expense or Time entry to your invoice
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
Save, Preview, and Send your invoice by email, text or the messaging app of your choice
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
Watch: How to create an invoice (web) – 1:16
Start a free trial and open the app
Tap ‘Invoice’ under ‘Create New’
Tap ‘Add client‘, and select ‘+’
Tap ‘Add items’ and add a saved Item, Expense, or Time entry to your invoice
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
Save, Preview, and Send your invoice by email, text, or the messaging app of your choice
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
Watch: How to create an invoice (mobile) – 1:16
Create an invoice 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.
Itemize 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, itemize 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, or credit. You only pay a small % fee for the assurance the money is on the way.
Shorten your payment terms
Don’t be shy to tighten 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 land 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 invoice vs digital invoicing
Paper invoice
Average Days to Payment
23 days
Cost
Paper, ink and postage
Time to print and mail an invoice
Time to review and correct data entry errors
Time to chase clients and confirm receipt
Delivery Time
1-3 business days or longer, as determined by your mail carrier
Invoice status tracking
Automatic Payment Reminders
Data Storage
File cabinet
Mobility & Flexibility
Low – invoicing typically done back at the office
Environmental Impact
High – trees used for paper, and carbon emissions from postage
Online invoicing
Average Days to Payment
16 days
(3 days on average if accepting digital payments)
Cost
Invoice2go plans start as low as $3/month USD
Delivery Time
Immediate
Invoice status tracking
Automatic payment reminders
Data Storage
Always backed up to the cloud, accessible from any device
Mobility & Flexibility
High – send invoices and access your information from anywhere
Environmental Impact
Low
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