How to write an invoice (a simple 7-step guide for freelancers)

Sending your first invoice — or tired of them looking amateur? Here's exactly what a professional invoice needs, and how to make one in about a minute.

What every invoice must include

1. The word “Invoice.” It sounds obvious, but clearly labelling the document helps your client's accounts team process it fast.
2. Your details. Your name or business name, contact email, and a logo if you have one.
3. Your client's details. Who you're billing — company name, contact, and address.
4. A unique invoice number. Sequential numbers (0001, 0002…) look established and keep your records straight.
5. Dates. The issue date and a clear due date (see terms below).
6. Line items. A description of each service or product, quantity, rate, and amount.
7. The total — with any tax and discount shown, plus how to pay (bank details or a payment link).

Set payment terms that get you paid faster

Use Net-14 (payment due within 14 days) rather than Net-30 — shorter terms mean faster cash. State the terms on the invoice, and consider a small late fee (e.g., 1.5%/month) to discourage delays. You'll rarely need to charge it; it just makes “later” less appealing.

Invoice the day you deliver

The single biggest factor in getting paid on time is sending the invoice immediately. Every day you wait, your client waits longer. Put the amount and due date in the first line of your email, attach the PDF, and include a payment link.

Make it look professional

A tidy, branded invoice signals you're a professional who will follow up. Add your logo, use a consistent accent colour, and keep the layout clean. Our free generator does all of this and exports a crisp PDF.

This article is general information, not legal or tax advice. Requirements vary by country and state.