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How to write an invoice
An invoice is a request for payment for goods or services you have provided. A clear invoice gets approved and paid faster. Here is what to put on it.
Checklist: what an invoice should include
- The word “Invoice” at the top, so it isn't mistaken for an estimate or receipt.
- Your details: business or personal name, address, email and phone. Add a logo if you have one.
- Your client's details: name, company and billing address; add a contact person if the company has an accounts-payable team.
- A unique invoice number, so you and your client can refer to it. See how to number invoices.
- Invoice date and due date.
- Line items: a description, quantity, rate and amount for each product or service.
- Subtotal, discounts, tax, shipping and total — shown separately so they are easy to check.
- Payment terms and instructions: when payment is due and how to pay (bank transfer details, payment link, accepted methods).
- Optional: the client's purchase order (PO) number, a thank-you note, and any terms you agreed (for example late fees, if your contract allows them).
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Create an invoice nowPayment terms, explained
| Term | Meaning |
|---|---|
| Due on receipt | Payment is expected as soon as the client receives the invoice. |
| Net 7 / Net 15 / Net 30 / Net 60 | Payment is due 7, 15, 30 or 60 days after the invoice date. |
| Custom due date | Any specific date you agreed with the client. |
Whatever you choose, show the actual due date on the invoice — it removes guesswork.
Tax on invoices
If you charge sales tax, VAT or GST, show it as its own line with the rate. In the US there is no federal sales tax; sales tax is set by states and local governments, and what is taxable varies. Slipfold applies the rate you enter and lets you mark individual lines as not taxable; it does not decide which rate applies to you.
Sending the invoice
Send invoices as PDF files: they look the same on every device and are hard to change by accident. Use a clear file name (Slipfold names files like Invoice-INV-0001-Client.pdf) and mention the invoice number and due date in your email.
After you send it
- Track which invoices are paid. In Slipfold, open My documents and mark an invoice paid when the money arrives; unpaid invoices past their due date show as overdue.
- If a payment is late, send a short, polite reminder with the invoice attached.
- Keep copies of your invoices with your business records. The IRS explains how long to keep records on its page How long should I keep records?
This page is general information, not tax, legal or accounting advice. Rules differ by state and country — check with your state revenue department or a qualified professional.