How to create an invoice: plus invoice template tips

Wondering how to create an invoice that gets you paid on time and keeps your business running smoothly? You’re in the right place. Invoicing isn’t just paperwork, it’s a key part of managing your business finance, building trust with clients and keeping your cash flow healthy.

A clear, professional invoice helps you stay organised, track payments, prep for tax season and focus on growth.

But let’s be real: invoicing can be tedious and time-consuming. That’s where a ready-to-use invoice template comes in.

In this guide, we’ll show you exactly how to create an invoice that’s accurate, efficient and client-friendly so you can save time, get paid faster and keep your business on track.

Let’s dive in.

What is an invoice?

An invoice is a document sent by a business to request payment for products or services provided. It includes details like the amount owed, due date and a breakdown of the goods or services delivered.

An effective invoice not only prompts timely payment but also serves as a legal record for both parties.

Step 1: Create an invoice template

Start by building (or choosing) a professional invoice template. A clean, consistent design helps you look polished, reinforces your brand and makes it easier for clients to understand the details at a glance.

What to include:

• Branding and logo: Add your business logo and use your brand’s colours, fonts and visual style for a cohesive look.
• Organised Layout: Structure your invoice into clear sections:
• Business and client contact info
• Invoice number and date
• Itemised list of services/products
• Subtotals, taxes and discounts
• Total amount due
• Readable design: Use tables or grids to keep everything neat. White space helps avoid clutter and improves clarity.
• Highlight key info: Use colour or bold text to make due dates and payment terms stand out.
• Footer: Include your company’s contact details, legal info and any terms and conditions.

Step 2: Add your business information

At the top of the invoice, clearly list your business name, logo, address and website. This makes it easy for your client to identify who the invoice is from and how to reach you.

Step 3: Include client details

Under your own details, add the client’s name, business name (if applicable), address and contact info. Double-check for accuracy to avoid delays or confusion.

Step 4: Assign a unique invoice number

Every invoice should have a unique number. It keeps things organised, helps you and your client track transactions and simplifies communication.

Invoice numbers are especially useful for:

• Accurate record-keeping and bookkeeping
• Avoiding duplicates or missing invoices
• Streamlining payment tracking
• Resolving disputes or questions quickly
• Staying audit-ready with professional records

Step 5: Add the invoice date and payment due date

Include the date the invoice is issued and a clear due date for payment. Reasonable payment terms help keep your cash flow healthy and set clear expectations for your client.

Step 6: Itemise the products or services

Break down exactly what you’re charging for:

• Product or service description
• Quantity or hours
• Unit price or rate
• Applicable taxes
• Subtotal and total

This transparency helps to prevent disputes and ensures that both parties are on the same page. If disagreements arise, the invoice can help to serve as proof of the agreed terms.

Step 7: Specify payment methods

Let your client know how to pay you, and make it easy:

• Bank transfers: Provide your bank name, account holder, account number and any reference needed.
• Cheques: Include the payee name and mailing address and ask clients to note the invoice number on the cheque.
• Online payments: List platforms like Stripe, PayPal or Zettle and offer direct links if possible.
• QR codes or payment links: For extra convenience, add scannable codes or clickable links that take the client straight to your payment page.

The easier it is to pay, the faster you’ll get paid.

Step 8: Add any extra details

Include any discounts, special terms or late payment fees. Clearly communicating these helps avoid surprises and sets a professional tone.

What should an invoice include?

You can style your invoice however you like, adding your branding and logos, but no matter the look, certain elements are non-negotiable if you want your invoice to be valid and professional.

Here’s your must-include checklist:

• Your business name, logo and contact details
• Client’s name, address and contact info
• Unique invoice number and issue date
• Clear description of the products/services provided
• Quantity, rates, individual costs and taxes
• Subtotal and total amount due
• Accepted payment methods with instructions
• Payment terms, discounts and late fees (if any)

Do you need a PO number?

The short answer is, sometimes!

A PO (purchase order) number is a reference provided by the client for specific goods or services. You’ll need to include one if:

• The client asks for it
• They use an internal PO tracking system
• You’re billing a government agency or large organisation

To add a PO number just pop a dedicated line or field into your invoice template.

Ask your client if you need to include a PO number and if they say yes, ensure one is generated for you before it’s time to send your invoice to avoid delays.

Final thoughts

Creating clear, professional invoices isn’t just good business, it’s the trick to getting paid quickly and on time.

Invoice templates are your secret weapon. They save time, cut down on errors and keep your cash flow moving.

Add your company branding, include all the must-haves and follow the golden rules we’ve laid out in this guide and you’re all set.