What to Include on an Invoice: The Complete Checklist
Miss a detail and your invoice gets delayed. Here's the complete checklist of what every professional invoice should include.
A complete invoice is paid faster and questioned less. Use this checklist every time you bill a client.
The essential checklist
- The word “Invoice” clearly at the top
- A unique invoice number
- Issue date and due date
- Your business name, address, and contact details
- Client's name and details under “Bill To”
- An itemised list: description, quantity, rate, amount
- Subtotal, tax, and total amount due
- Payment terms and accepted payment methods
Country notes: VAT, GST and tax numbers
Tax rules differ by country. A few quick pointers:
- UK: a VAT invoice must show your VAT number and the VAT rate. See our UK invoice generator.
- Australia: a tax invoice should say “Tax Invoice” and show GST. See the Australia tax invoice generator.
- India: a GST invoice needs your GSTIN and the GST breakup. See the India invoice generator.
- USA/Canada: show sales tax/GST-HST where you're registered. See USA and Canada.
Always confirm the exact requirements with your local tax authority or accountant — this is general guidance, not tax advice.
Make it look professional
Add your logo, pick a brand colour, and keep the layout clean. A polished invoice signals a professional business and gets taken seriously.
Frequently asked questions
What information is legally required on an invoice?
At minimum: the word “invoice”, a unique number, dates, your and the client's details, an itemised list, the total, and any tax. Tax-registered businesses must also show their tax number and rate.
Do I need an invoice number?
Yes. A unique, sequential invoice number is important for your records, accounting, and tax. Tools like PDF Bill Builder let you set it per invoice.
What are common payment terms to include?
“Due on receipt”, “Net 7”, “Net 15”, or “Net 30” are common. Pick shorter terms if you want to be paid faster.
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