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

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.

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.

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.