What every invoice must include

  • Your name or business name and contact details.
  • The client’s name and details.
  • A unique invoice number for your records.
  • Invoice date and a clear due date.
  • An itemised list of services with amounts.
  • The total due and accepted payment methods.

Set payment terms up front

State the terms before you start the job, then repeat them on the invoice. “Net 14” means payment is due 14 days after the invoice date. Spelling this out removes the awkward “when will I get paid?” conversation later.

Make it effortless to pay you

Include a direct link or your bank details right on the invoice. Every extra step a client has to take is a chance for the payment to stall, so reduce the friction to one click.

Number and store your invoices

Use a simple sequence like 2026-001, 2026-002. Consistent numbering keeps your records clean and makes tax time far less painful.

Common mistakes

  • Vague line items. “Design work — $800” invites questions; itemise instead.
  • No due date. “Payable on receipt” is fuzzy; give a real date.
  • Waiting to send it. Invoice the day you deliver, not at month-end.
  • No late-payment policy. Note a small late fee so terms are taken seriously.

Frequently asked questions

When should I send the invoice?

For one-off projects, send it the day you deliver the work. For ongoing work, invoice on a fixed schedule, such as the last day of each month.

What if a client does not pay on time?

Send a polite reminder a day or two after the due date, restate the terms, and reference any late fee you agreed to. Most late payments are simple oversights.

For more on getting paid and protecting your cash flow, see our freelancing guide.