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What to Include on an Invoice: Must Haves to Get Paid

profile picture of Shana Cesaire, freelance writer for Jobber Academy
Shana Cesaire
Beginner Aug 9, 2024 10 min read
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An invoice is the last step between finishing a job and getting paid, so it’s important to get it right. There is a fine line between making sure your invoices include all the necessary information while also being easy for your customer to understand (and pay it!). 

Unfortunately, many small business owners struggle to find this line and end up handing their customers incomplete, incorrect, or confusing invoices, causing payment delays. 

To ensure that this doesn’t happen to you, keep reading to learn what to include on an invoice. Plus, see examples and do’s and don’ts to get your invoicing right every time.

Before discussing these invoicing elements in detail, here’s an example of a type of invoice that captures all of them.

image of what to include on an invoice
Example of what to include on an invoice.

Pro-tip: If you’re writing your first invoice and aren’t sure how to properly format it, use an invoice template or free invoice generator, which has every element included. Just add your personal details and job information and you’re ready to go.

1. Your company name and contact information

Your clients need to be able to quickly identify your invoice. Add your business’s legal name, address, and contact information (phone, email, and website) to the top of the invoice so clients can quickly find it and contact you if they have questions.

If you have a company logo, include that too! Not only does this add a layer of professionalism and credibility, but makes your business recognizable, which improves your branding

2. A unique invoice number

Each invoice requires a unique invoice number to keep your records organized. You can generate invoice numbers sequentially or use invoicing software to automatically generate unique numbers and avoid duplicates.

Include the invoice number at the top of the document along with the word ‘invoice’ in a medium-large font so clients can instantly identify the document and give it the required attention.

image of invoice number
An example of an invoice number, invoice date, and due date.

3. Name and address of the client you’re invoicing

Make sure to add your customer’s personal information below yours so that they know that this invoice is indeed for them. 

Include the customer’s full name and mailing address. If you’re servicing another business or contractor, include their trading name and the name of the person who handles your account.

This is a step you don’t want to get wrong in learning what to include on an invoice. This information ensures the invoice reaches the right person, and can be crucial if there’s any legal dispute.

4. Invoice issue date and payment due date

Every invoice has to include the creation date (issue date) and the payment due date. 

While simply writing “Net 30” as the due date might be easier, we suggest writing out a specific due date to minimize confusion and misunderstanding between you and your customer. 

A specific date is easier to remember and creates a tangible deadline for the client to make a timely payment, which saves you from having to later deal with unpaid payments.

Pro-Tip: You can automatically generate these due dates without thinking about it using invoicing software like Jobber. You can also track upcoming due dates and see reminders of when a payment is overdue.

READ MORE: 4 payment reminder letters to deal with overdue invoices

5. Date the services or goods were provided (supply date)

Along with payment due dates, the date the service was provided is also essential to include in your invoice.

Adding a supply date is helpful if your client has any questions or disputes about when (or if) you were on their property.

Plus, to back the service date with evidence, you can use GPS Waypoints to track your team’s location when they clock in and out of jobs. You can show clients this information down to the minute.

Clients will sometimes question whether you were on-site when you said you were. With Waypoints, it’s pretty easy to back that up right down to the minute.

Even if the guys forget to track what time they got to a job, I already have that information. I don’t even have to ask.

Matt Davis Adair Tree Care

6. Itemized descriptions of what you’re charging for

Line items and service descriptions should be as clear as possible. The easier you make it for clients to understand the invoice, the faster they can pay you. 

For example, instead of a general description such as “installation,” write down exactly what you installed, where you installed it, and what parts were purchased and used.

This part of the invoice can be tedious. You need to rely on your employees (and yourself) to keep track of all line items, so that nothing slips through that cracks and you’re not losing money.

Make your life easier by using software. Jobber lets you save custom line items so you can create consistent invoices in just a few clicks.

Pro-Tip: Go one step further by using a CRM (Client Relationship Manager) that integrates with your invoice software. A good CRM will let you attach detailed notes and photos to each job, so you know what work was done.

7. Amounts charged for each line item

When deciding what to put on your invoices, transparency should be top of mind. That’s why you should not only include the total in your invoice, but also the cost of each service you provided. 

Include the quantity (the number of parts and/or hours worked) and the cost (per unit or hour) for each service or product provided. Finally, include the total charge for each line item.

Make sure you have calculated everything correctly to align with your profit margins and improve your cash flow

8. Total amount due

The total amount due is the first thing your customer will look for in your invoice. 

Tally up the total cost of every service and/or product provided and write it below the itemized list of services. Below that, add any taxes and discounts, if applicable.

The final number is the total amount owed. Write it down on a separate line and emphasize it by bolding or highlighting it. Do the math carefully, or use invoicing software to automatically calculate every line item, tax, and discount for you.

9. Invoice payment terms and payment methods

Once your customer knows how much to pay, their next question is how to pay. Making payment as easy as possible ensures that you get paid sooner and without issues.

Use your invoice to clearly state the following payment terms:

  • Accepted payment methods (online, cash, check, or credit card)
  • Payment instructions (e.g., where clients can go to pay online, or who they should make the cheque out to)
  • Payment due dates to prevent outstanding invoices going unpaid
  • Any late payment fees
  • Your money-back guarantee or service warranty disclaimers

It’s an invoice best practice to discuss these terms with the client in person before doing the work so they understand and agree to them.

You can also add these terms to your service quote and have the client sign off before starting the work.

READ MORE: Quotes vs. invoices: What’s the difference?

10. A thank you note

When deciding what to include on an invoice, you aren’t restricted to only the job details. Once the essential information is there, you can get creative and add personal touches. 

Your invoice is a way to leave a lasting impression on your customer.  A short ‘thank you’ message near the bottom of the page is a great way to end the invoice on a warm and positive note.

You can also use this space to market your other services, to remind clients of your referral program, and to request a review.

Invoicing dos and don’ts

Invoicing dos and don’ts

If you’ve gone through this list and added each element (or used our handy free invoice template), you should have a professional invoice. 

However, asking yourself “what do I need to include on an invoice” is only the first step. There are a few invoicing best practices that every business owner needs to know. 

Check out these do’s and don’ts so you can get started with confidence.

DON’T:

  • Write invoices by hand: Handwritten invoices are messy, easy to lose, and make you look unprofessional in your clients’ eyes. Instead, create digital invoices using a template or an invoicing app.
  • Use confusing payment terms: Client questions can delay payment. Use simple words, short but clear descriptions, and make yourself available before and during the job to answer any client questions.
  • Limit your payment methods: Clients expect multiple payment methods. If you limit payment options, they may choose another business.

DO:

  • Be polite: Requesting payment can be uncomfortable. Do so politely, and they’ll be more likely to settle up with a smile.
  • Send it promptly: Prompt invoices mean prompt payments. The best time to send an invoice is as soon as possible after the job is complete. The longer you wait, the longer the client may take to pay.
  • Send the invoice as a PDF: Avoid sending invoices as an Excel or Word document as clients can easily edit them. Instead, send the invoice as a PDF— they are universally accepted and cannot be edited by anyone but you. Plus, it looks more professional.
  • Use an invoicing process your whole team understands: If you work with an office admin or have multiple field technicians, make sure everyone is on the same page. Use a consistent template and invoice process to avoid errors, double billing, or invoices slipping through the cracks.
  • Send a receipt: After you’ve received payment, create and send a receipt. That way both you and the customer have a record stating you were paid in full.

For more tips on making invoices, read our guide to writing an invoice.

FAQs: What to include on an invoice


What is an invoice?

An invoice is a document you provide to a customer after a job is complete that details the goods and services provided and how much the customer owes.

It’s important to note that there is a difference between an invoice and a receipt. An invoice is provided before payment, and a receipt is provided after as proof of payment.

What do you need to include on an invoice?

Make sure to include the following information in your invoice:

  • The word “invoice” to clearly identify the document
  • Full names and addresses of your business and your customer
  • Date of issue
  • Payment due date
  • Description of goods and services
  • Total amount due
  • Payment terms

How do I determine the payment terms to include on an invoice?

Payment terms should specify the timeframe for payment, acceptable payment methods, and any penalties for late, unpaid, or outstanding payment. 

These terms should be agreed upon with your client before issuing the invoice, or better yet, before starting the job.

When should I send an invoice?

Whether to invoice before or after a job depends on your business and the service you are providing. 

Most times, it’s best to invoice after the job is complete. However, if it is a large job or you need a deposit, it is normal to invoice before starting or mid-way through the job to maintain your cash flow. 

Should I include taxes on an invoice?

When asking what should you include in an invoice, taxes are crucial. 

Taxes should be a line item in your invoice below the subtotal. If you use accounting software such as QuickBooks Online, this amount should be calculated automatically with each invoice.

How do I create an invoice?

Gone are the days of writing invoices by hand. While some businesses still choose to use Excel spreadsheets, the most efficient way to create and send invoices is by using invoicing software.

Invoicing software streamlines the process with the power of automation, saving your time and increasing the accuracy of your invoices.

Get paid faster with Jobber

On a busy day, you may have to choose between figuring out what to include on an invoice and finding ways to grow your business. With Jobber, you don’t have to.

Jobber is the best invoicing app for busy field service businesses. With one click, generate a professional invoice complete with accurate job details and convenient payment options, ready to send to your customer over text or email. 

Option to invoice now or later when you mark a visit complete in Jobber
With Jobber, invoicing can be done from anywhere.

Additional invoicing features include:

  • Automatically convert your quotes into invoices for a quick workflow
  • Select all the jobs you’d like to create invoices for and send them at once with a couple of clicks
  • See the status of all invoices at a glance and get reminders to send invoices
  • Set up automatic payment reminders over email or text on your desired schedule 

Plus, what is efficient invoicing without efficient payment collection? Jobber allows for in-person, online, and automatic payments to make it easy to collect and maintain cash flow. 

For example, with the Jobber card reader, your customers can pay as soon as they get their invoice and before your employee leaves their home. 

Better yet, your regulars don’t have to worry about paying their recurring invoices. With automatic payments, Jobber automatically charges customer cards saved on file to streamline the payment process.

If you’re not getting paid, you’re not staying in business.

Graham Audenart of Painters Enterprise recommends Jobber as software to run home service businesses
Graham Audenart Painters Enterprise


Originally published in September 2021. Last updated on August 9, 2024.

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