Checklist
What to Include on an Invoice
A complete invoice is just a clear request for payment with nothing missing. Miss a field and you risk a slow “quick question” email — or an invoice that sits unpaid. Here’s the full checklist of every element to include, why each one matters, and a free invoice generator you can fill in as you read.
The complete invoice checklist
Work down this list and your invoice will have everything a client — and their accounts team — needs to pay you without a follow-up. Each item includes why it earns its place.
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1 The word “Invoice” and your logo or business name
Label the document clearly so the client (and their accounts team) knows at a glance what they’re looking at. Add your logo or business name up top so it’s instantly recognizable — and so it doesn’t get mistaken for a quote or a receipt.
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2 Your contact and business details
Your business name, address, email, and phone — plus a company or registration number if you have one. This is who the money is owed to, and it’s how the client reaches you if anything’s unclear. Leave it off and your invoice looks anonymous.
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3 Your client’s details
The client’s legal or business name and billing address, addressed to the right person or department. Sending the invoice to the wrong inbox is the single most common reason it sits unpaid — name the right contact.
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4 A unique invoice number
Every invoice needs its own number — INV-001, INV-002, and so on. Sequential numbers keep your books clean, make tax time painless, and give you and the client a shared reference when chasing or reconciling a payment.
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5 The issue date and the due date
When you raised the invoice and when payment is expected. Always print the exact due date — “Net 15” means little to a client who didn’t note the issue date. A clear due date is what makes a payment “late,” so don’t skip it.
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6 An itemized list of the work
A line for each item with a plain description, quantity, and rate, plus the amount per row. “Website design — 12 hrs @ $90” reads better than a lump sum, and clear line items get approved faster because the client can see exactly what they’re paying for.
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7 The subtotal
The sum of your line items before tax and discounts. It gives the client a clean checkpoint to verify the math against the work, and it’s the figure tax and discounts are calculated from.
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8 Tax or VAT (and your tax number)
If you charge sales tax, GST, or VAT, show it as its own line with the rate, and include your tax or VAT registration number. Skipping it can make the invoice invalid for the client to reclaim — and can land you in trouble at filing time.
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9 Discounts (if any)
If you’re offering a discount — early-bird, loyalty, or a goodwill gesture — show it as its own line so the client sees the full value and exactly what they saved. Hidden discounts just create confusion when the numbers don’t add up.
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10 The total amount due (in bold)
The final figure the client owes, after tax and discounts, made impossible to miss. This is the number that gets paid — if a client has to hunt for it, you’ve added friction. Make it the boldest thing on the page.
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11 Payment terms
Spell out when payment is due — “Net 15,” “Net 30,” or “Due on receipt.” Terms set expectations up front and give you firm ground to stand on if you need to follow up. For most freelancers, Net 15 is a sensible default.
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12 Accepted payment methods or a payment link
Tell the client exactly how to pay — a payment link, bank details, or accepted cards. Removing the last bit of guesswork is one of the biggest things you can do to get paid faster. A one-click link beats “here are my bank details” every time.
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13 Your late-fee policy
If you charge a fee on overdue invoices, state it clearly (e.g. “1.5% per month on balances past due”). It’s a gentle nudge to pay on time, and it’s far easier to enforce a late fee that was on the invoice from day one.
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14 A note or thank-you
A short, warm line — “Thanks for your business!” — plus any payment instructions or context. It keeps the relationship human and is a natural place to repeat how to pay or when you’ll deliver next.
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15 A PO number (where relevant)
If your client issued a purchase order, quote its PO number on the invoice. Larger companies often won’t process a payment without it — matching the PO is what moves your invoice through their accounts-payable queue.
Want the process around the checklist — what to agree on first, how to send it, and how to follow up? Read how to invoice a client.
A quick note on tax and VAT
Tax is the field people get wrong most often. If you’re registered to charge sales tax, GST, or VAT, three things have to be true on the invoice: the tax rate is shown, the tax amount is broken out as its own line, and your tax or VAT registration number is printed somewhere clear. That combination is what lets the client reclaim the tax and keeps the invoice valid at filing time. If you’re not registered, you simply don’t add tax — leave the line off entirely rather than charging 0%.
Invoice requirements differ by country
This checklist covers what a complete, professional invoice needs almost anywhere — but the legal requirements vary. The UK and EU have specific VAT-invoice rules; some countries mandate sequential numbering or particular wording; the US leans on state-level sales-tax rules rather than a single national standard. Use this list as your baseline, then check your local tax authority’s guidance (or ask an accountant) for anything specific to where you and your client are based. When in doubt, more clarity is always safer than less.
Build a complete invoice in your browser
The fastest way to make sure nothing’s missing is to fill one in. The generator below already lays out every field from the checklist — your details, the client’s, a numbered invoice, dates, itemized lines, tax, discount, and a clear total — and the math updates live. Add your line items, then download a clean PDF. No signup, no email wall.
Make a complete invoice now
Fill in your details, add line items, and the totals update as you type. Every field from the checklist above is right here — then download the PDF.
Templates by profession
Want a starting point with copy that already fits your trade? Grab a profession-specific invoice template, then check it against the list above.
Or browse all free invoice templates by style and profession — and if you’re quoting a job rather than billing it, start with an estimate template instead.
Frequently asked questions
Is an invoice number required?
In practice, yes. A unique invoice number is part of a complete invoice almost everywhere, and in many countries it’s a legal requirement for tax-registered businesses. Even where it isn’t strictly mandated, sequential numbers keep your records clean and give you and the client a shared reference. Start at INV-001 and never repeat one.
Do I need to include tax?
Only if you’re registered to charge it. If you collect sales tax, GST, or VAT, you must show it as its own line — with the rate and your tax registration number — so the client can reclaim it and your books stay clean. If you’re not registered, you don’t add tax; you simply leave it off. When in doubt, check your local rules or ask an accountant.
What if I don’t have a registered business?
You can still invoice. Sole traders, freelancers, and side-gig earners bill under their own name all the time. Include your name, address, and contact details in place of a company name, skip the company and tax-registration numbers you don’t have, and keep everything else the same. The invoice is just as valid — and just as payable.
Ready to put the checklist to work? Fill one in with the invoice generator, or read how to invoice a client from first email to paid. If chasing payment is eating your week, Fee-Lion can send the reminders for you.