What to include on an invoice
The complete checklist
A professional invoice isn't complicated, but leaving out a key field is what causes "can you resend this with your VAT number?" or "which account do I pay?" — and every one of those replies delays your money. Here's every element a solid invoice should have, and why each one matters.
The essentials (never skip these)
- The word "Invoice" — so there's no doubt about what the document is.
- A unique invoice number — e.g. INV-0001. It keeps your records straight and gives the client a reference.
- Your details — your business or personal name, address, email and phone.
- The client's details — who is being billed, and their address.
- Issue date — the date you created the invoice.
- Due date — a specific calendar date, not just "within 14 days".
The money (be unambiguous)
- Line items — each piece of work with a description, quantity and unit price.
- Subtotal — the sum before tax.
- Tax — if you charge sales tax, VAT or GST, show the rate, the amount, and your tax registration number where required.
- Total amount due — the final number, shown large and clear.
- Currency — obvious for local clients, essential for international ones.
How to pay (the field that gets you paid)
An invoice that says what's owed but not how to settle it makes the client do the work. Include:
- Your payment methods — bank transfer details, PayPal, Wise, Payoneer, or a card/crypto option.
- A payment link — a one-tap way to pay is the single biggest speed-up you can add.
- Payment terms — e.g. "Net 14", late-fee policy, or deposit terms.
Payper puts your payment methods and a shareable payment page on every invoice automatically. Create a free invoice →
Nice to have (looks professional)
- Your logo — instantly more credible. Not required, but worth it.
- A short note or thank-you — a friendly line goes a long way.
- A purchase-order or reference number — if the client uses one, quoting it speeds their approval.
Don't want to remember all of this every time? Payper's invoice generator lays out every field for you — just fill in the blanks. Try it free.