What to Put on an Invoice: A Simple Checklist

An unclear invoice is one of the most common reasons people get paid late. If the customer has to email back with questions, your money waits.

This checklist covers everything a clear invoice should have. Use it to check your own, or let Plain Invoice lay it all out for you in a ready-to-send PDF.

The must-haves

1. The word "Invoice"

Put it at the top in large letters. It sounds obvious, but it tells your customer straight away that this is a bill to pay, not a quote or a receipt.

2. Your details

Your name or business name
Your address
Your phone number and email

3. Your customer's details

Their name, or the company name
Their address
If it's a company, the name of the person who asked for the work can help it reach the right desk.

4. An invoice number

Every invoice gets its own number, like 0001, 0002, 0003. Never repeat one. This helps both of you find it later and keeps your records tidy.

5. The invoice date

The date you send it.

6. A due date

Write an actual date: "Payment due by April 30." That's clearer than "Net 30" for most customers.

7. What you did or sold

One line per item, with:

A short, clear description ("Lawn mowing, 3 visits in March")
How many (hours, visits, items)
The price for each
The amount for that line

8. The total

Add up the lines. If you charge tax, show the subtotal, the tax, and then the total, each on its own line.

9. How to pay you

Be specific. For example:

Bank transfer: your bank name, account name and the numbers your customer needs
Check: who to make it out to and where to mail it
A payment app: your username

Nice-to-haves

A short thank-you line. "Thanks for your business!" is friendly and costs nothing.
A job reference or order number if your customer gave you one. Big companies often need this to pay you.
Late payment terms if you have them, stated plainly and politely.
Your logo, if you have one.

What NOT to put on an invoice

Your Social Security number. Don't add it to invoices. If a client needs tax info, they'll ask for the right form.
Vague items like "Services." Say what you did.
Lots of tiny print. Keep it short and readable.

How to make one quickly

Go to tools.ltd/invoice.
Fill in your details, your customer's details and each line item.
Check the total. Open More options to add the invoice number, due date, tax and a note on how to pay you.
Press Make my invoice, then download the PDF and attach it to an email.

Plain Invoice has a spot for the must-haves on this checklist, so you won't forget them.

Quick checklist (copy this)

The word INVOICE
My name and contact details
Customer's name and address
Unique invoice number
Invoice date
Due date
Clear line items with amounts
Total (and tax, if any)
How to pay me

Keeping your books tidy

Once you're paid, the money shows up on your bank statement. At tax time, it helps to have those transactions in a spreadsheet so you can match payments to invoices. MyBankToExcel turns bank statement PDFs into CSV files that open in Excel, so you can tick off each paid invoice.

Frequently asked questions

Do I have to charge sales tax on my invoice?

It depends on where you live and what you sell. Check with your local tax office or a tax helper. If you do charge it, show it as its own line.

Do I need a logo?

No. A logo is nice, but a clear invoice with the right details matters far more.

Is a handwritten invoice OK?

It can be, as long as it has all the details and you keep a copy. A PDF is easier to send and store.