1. Identify the seller and the client
Start with the legal or trading name of the business issuing the invoice, the contact details you want the client to use, and the client's correct billing information. A logo can reinforce the brand, but it should never replace a readable business name.
Use the client's billing entity rather than only the name of your day-to-day contact. If the client provided a purchase order number or billing reference, include it where their accounts team expects to find it.
2. Give the invoice a unique number and dates
Use a consistent invoice-numbering sequence and avoid reusing a number. Include the issue date, due date, and payment terms so the timeline is unambiguous.
Numbering and record-retention rules vary by jurisdiction and business type. Treat an invoice app as a formatting and record tool, not as a source of legal or tax advice.
3. Describe the work and calculate totals
List the service or product, quantity or hours, rate, and amount. Use descriptions specific enough that the client can match the charge to the work they approved.
Check discounts, tax, payments already received, total, and remaining balance. Previewing the final PDF is useful because a correct editor screen can still produce a confusing page if a description wraps or a total becomes separated from its label.
4. Add payment details and send the final PDF
Explain how the client should pay, what reference to use, and whom to contact with a question. If you include a payment link or QR code, verify the destination before sending.
Open the final PDF, check every page, and then share it through the channel agreed with the client. Keep the exact sent copy with your records.
- Business and client details
- Unique invoice number
- Issue date, due date, and terms
- Clear line items
- Tax, discounts, total, paid, and balance
- Payment instructions
- Final PDF review