How to Write an Invoice: Step-by-Step Guide With Example
Learn how to write a professional invoice step by step: required fields, numbering, due dates, taxes, and a worked example you can copy.
Step 1: Add your details and the client's
Put your business name, address and contact at the top, then a "Bill to" block with the client's legal name and address. Use the name that appears on their accounts-payable records.
Step 2: Number and date it
Use a sequential number that never repeats (INV-001, INV-002…). Many tax authorities require sequential numbering. Add an issue date and a clear due date.
Step 3: Itemize the work
One line per product or service: description, quantity, unit price, line total. Vague lines like "services" cause payment delays.
Step 4: Totals, tax and payment instructions
Show subtotal, any discount, tax rate and amount, and the grand total. Finish with how to pay and any late-fee terms.
Example
| Item | Qty | Rate | Total |
|---|---|---|---|
| Website copywriting (5 pages) | 5 | $120 | $600 |
| SEO meta descriptions | 1 | $80 | $80 |
| Total due by Oct 30 | $680 | ||