How to Write an Invoice (With a Free Example)

Writing an invoice is simpler than it looks. A good invoice is clear, complete, and easy to pay. Here's exactly what to write and where.

The structure of a well-written invoice

1. 1Header: the word “Invoice” and a unique invoice number.
2. 2Your details: business name, address, email, phone.
3. 3Client details: their name and address under “Bill To”.
4. 4Dates: issue date and due date.
5. 5Line items: description, quantity, rate, and amount for each.
6. 6Totals: subtotal, tax, and the final total due.
7. 7Payment & notes: how to pay and your terms.

Example wording

Keep descriptions specific: instead of “Design work”, write “Logo design — 3 concepts + 2 revisions”. For notes, a simple line works: “Payment due within 14 days. Bank transfer details below. Thank you!”

Common mistakes to avoid

• Forgetting a unique invoice number.
• Vague item descriptions that invite questions.
• No clear due date (“Net 30” without an actual date).
• Leaving off your payment details.

See our full invoice checklist and payment terms guide for more.