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How to Write an Invoice

You now have a business that is selling goods and services to clients and customers, but they need to receive an invoice. How do you write one? Even if you have been running your business for a while, you could still be wondering whether there is more information you need to include on your invoices. Here is our guide on how to write a professional invoice.


Create your invoice

The first thing you need to do is put your invoice together, to do this you can use a word processor or excel but there are also a lot of other customisable free templates on the internet. You will need to use fonts that look professional and match your brand, if it is possible then add in your logo and brand colours too.


Mark your invoice clearly

Your customers need to know that they are receiving an invoice, you can do this by just adding the word invoice at the top of your document as it shows your request for payment from other documents your clients might receive.

An invoice also needs to have a unique identification number as this is good for record keeping. You will need to have a reference on all of the numbers that you have used so you don’t create duplicates. To help with this you can use a sequence of numbers that increase and for different clients you could use a different letter.


Add company name and information

You will need to include your company’s information as well as the company’s that you are invoicing. This is what you need to include:

  • Your company’s name contacts details and address.
  • Your clients company name and address and a contact name.
  • Your registered office address and if you’re a limited company, the company registration number.


Write a short description of the goods or services

The description doesn’t have to be long, but they need to be detailed enough for your customers to know what they’re paying for, if they don’t know why they are being charged then your customers might not pay. When you have added in the description you will need to add in the quantity and the price of the goods or services.


Add in the dates

You need to add in the supply date of when you provided the goods or services and the date that the invoice was created. These dates need to be at the top next to your name, address and contact details.


Add up the money that is owed

You will need to make sure you have added in the total amount that is owed to you as well as the costs of the individual goods or services you have provided. If you have agreed on a discount with the customer or add on VAT, then you need to add this into the invoice as well


Payment terms

These terms should have been agreed on with the customer before the invoice is sent but it’s a good idea to send these terms again to remind the customer. This is to remind the customer that you expect the payment to be made within a certain amount of days. You should also explain how your customer should make the payment, whether it’s to a direct bank account then you will need to provide your bank details.

Added: 07 Feb 2019 12:05

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