What to include on an invoice: a practical checklist

• The word "Invoice" and a unique invoice number. Number them in order so none is missing
• The invoice date and the due date
• Your business name, address and contact details
• The customer's name and address
• A clear description of each item or service, with quantity and unit price
• Subtotal, any discount, tax and the total due
• Your currency, stated clearly
• How to pay: bank details, reference to use and accepted methods

Whether you must show a tax registration number, charge tax, or follow a particular format depends on your country and on whether you are registered. Rules also change. Check the current requirements with your tax authority or accountant rather than copying another business's invoice. Whatever rate you charge, show tax on its own line so the customer can see it.

State when payment is due, such as 7, 14 or 30 days from the invoice date, or on completion. Agree it before the work starts, repeat it on the quote and again on the invoice. If you charge a deposit or a late-payment fee, say so up front. Whether late fees can be enforced depends on local law, so check before relying on one.

Put the payment details and the reference you want used at the bottom, where the eye ends up. If a customer needs a purchase order number, ask for it before you invoice, since many companies cannot pay without one.

The longer you wait to invoice, the longer you wait to be paid. Invoice as soon as the work is done, or in stages for long projects. Then record each payment when it arrives. In BusinessPilotOS an invoice shows as paid or overdue automatically from the payments and due date you have recorded, and you can create it straight from an accepted quote or a job.