Here's what to include on an invoice: your business name and contact details, the customer's name and address, a unique invoice number, the invoice date and the date of the work, a clear description of each charge, any tax, the total, deposits already paid, the balance due, the due date and how to pay.
This is general information, not tax or legal advice. Invoice rules depend on where you work and whether you charge sales tax, VAT or GST, so check with your tax agency or an accountant if you're unsure.
The UK government publishes a clear list of what an invoice must include. Even if you work somewhere else, it's a solid baseline, because each item answers a question your customer or your bookkeeper will ask later.
A unique invoice number. Never reuse one. A simple pattern like 2026-001, 2026-002 is enough.
Your business name, address and contact details. GOV.UK says sole traders should include their name and any business name. Limited companies must use the full company name as it appears on the certificate of incorporation.
The customer's name and address. For a business customer, use the company name.
A clear description of what you're charging for.
The supply date. That's the date you did the work or delivered the goods.
The invoice date.
The amounts being charged.
Tax, if it applies.
The total amount owed.
Tax invoices often need more detail. In the UK, you must issue a VAT invoice if you and your customer are both VAT registered, and GOV.UK notes that VAT invoices include more information than other invoices. In Australia, the ATO says a tax invoice must show that it's intended to be a tax invoice, the seller's identity and ABN, the date, a brief description of what was sold with quantity and price, the GST amount and how much of each sale is taxable. For sales of $1,000 or more, it must also show the buyer's identity or ABN. In the US and Canada, check your state or provincial tax agency for what a sales tax invoice must show.
These aren't always required, but they head off the questions that slow payment down.
The job address, if it's different from the billing address.
A reference to your quote or estimate number, plus any purchase order (PO) number the customer gave you.
Line items, not one lump sum. Split labor, materials, equipment and any trip or disposal fees so the customer can see what they're paying for.
Approved change orders, listed separately with the date each one was approved.
Deposits and payments received, so nobody pays twice.
A due date written as a real calendar date.
Payment methods you accept, with the details the customer needs to use them.
Late payment terms, but only if you agreed them before the work started.
A short thank-you line and who to contact with questions.
GOV.UK says you can set your own payment terms, such as discounts for early payment and payment upfront. Under UK rules, unless you agree a payment date, the customer must pay within 30 days of getting your invoice or the goods or service. You also have the right to charge interest for late payment, though you can choose not to. Rules differ elsewhere, so the safest habit is to agree terms in writing at the quote stage and repeat them on the invoice. Our guide on how to write a contractor estimate covers that step.
Common ways to write terms:
Due on receipt: payment is due as soon as the customer gets the invoice.
Net 7, Net 14 or Net 30: payment is due 7, 14 or 30 days after the invoice date.
Deposit plus balance: a deposit to book the job, with the balance due on completion.
Progress payments: for longer jobs, a payment at each agreed stage.
Whichever you use, write the actual date too. "Due 14 November 2026" is much harder to misread than "Net 30".
When a customer has already paid part of the bill, show the full job total first, then subtract each payment. Here's an example for a painting job:
Interior painting, 3 rooms, 2 coats: $2,100.00
Paint and materials: $300.00
Total: $2,400.00
Less deposit received 3 October 2026: $600.00
Balance due by 31 October 2026: $1,800.00
Add tax lines if they apply where you work. If you send more than one invoice for the same job, give each its own number and mention the earlier ones, so the customer can match every payment.
Copy this into your own document or invoicing tool and fill in the brackets.
INVOICE [number]
Invoice date: [date]. Date(s) of work: [dates]. Due date: [date].
From: [your name or business name], [address], [phone], [email], [tax or registration number, if required]
Bill to: [customer or company name], [billing address]
Job address: [address, if different]
Reference: Quote [number], PO [number]
Line items: [description], [quantity] x [rate] = [amount], one line per item
Approved changes: Change order [number], [description], [amount]
Subtotal: [amount]
Tax: [rate and amount, if applicable]
Total: [amount]
Less payments received: [date and amount of each]
Balance due: [amount] by [date]
How to pay: [methods and details]
Terms: [payment terms and any agreed late payment terms]
Thank you for your business. Questions? Contact [name] at [phone or email].
Vague descriptions. "Labor: $900" invites questions. "Patch and paint living room walls, 2 coats, 6 hours" doesn't.
Missing or duplicate invoice numbers. They make payments hard to match and records hard to keep.
No due date. Without one, the customer decides when to pay.
Forgetting the deposit. Billing the full total again looks careless and can lead to an overpayment you have to refund.
Surprise fees. Charges that weren't agreed up front tend to start arguments, not payments.
Invoicing late. Send it the day you finish, while the job is fresh in everyone's mind.
Not keeping copies. The IRS lists invoices among the supporting documents for your gross receipts and purchases, so keep a copy of every invoice you send and receive.
It depends on your country and whether you charge tax. The UK list above (invoice number, your details, the customer's details, a description, the supply date, the invoice date, the amounts, any VAT and the total) is a good minimum to start from.
Payment is due 30 days after the invoice date. Writing the actual due date next to it avoids confusion.
No. An invoice asks for payment. A receipt confirms you've been paid. Once the money arrives, you can send a receipt or a copy of the invoice marked paid.
In the US, the IRS says to keep records that support your tax return until the period of limitations runs out. That's generally 3 years, and longer in some situations. Your insurer or lender may want them kept longer, and other countries set their own rules.
ScopeBid: Estimate & Invoice is an iPhone app for independent service pros like painters, cleaners, handymen and small contractors. It converts approved quotes to invoices, adds change orders, records deposits and partial payments, and creates PDF invoices with your logo and payment details without printing your internal cost or margin. It works offline with no account, but it only records payments and does not process cards or move money.
Get ScopeBid free on the App Store