How to Create an Invoice

Step 1: Gather business and customer details

You need your business name, address, email, and phone. Add a tax or VAT registration number if you are registered. For the customer, use their legal company name and billing address so accounts payable can match the bill to a purchase order.

Step 2: Add invoice number, dates, and terms

Assign a unique sequential invoice number such as INV-2026-0042. Set the invoice date to today and a due date based on your terms. Net 30 means payment is due 30 days after the invoice date. Due on receipt means immediate payment.

Step 3: List line items clearly

Each line should describe what was delivered, the quantity, unit price, and line total. For services, reference the project name or date range. For products, include SKU or product name. Finance teams reject vague descriptions like consulting or services.

Step 4: Add tax, discounts, and totals

Show subtotal before tax, then tax amount and rate, then the total due. If you offer a discount, show it as a separate line so the customer can reconcile it. Use the invoice calculator to verify totals before sending.

Step 5: Add payment instructions and download PDF

List bank transfer details, payment link, or other accepted methods. Ask the customer to use the invoice number as the payment reference. Download a PDF and email it from your business address. Signed-in users can save invoices for future reuse.

How to create your invoice

1. 1. Add business details

   Enter your company name, address, and logo. These appear at the top of the invoice.

2. 2. Add customer and line items

   Describe what you sold or the how to create an invoice services provided. Include quantity, rate, and tax where applicable.

3. 3. Download your PDF

   Review the preview, then download a print-ready PDF to email or send to your customer.

Common mistakes to avoid

• Missing invoice number or date, which makes tracking payments harder.
• Unclear line item descriptions that do not match what the customer expected.
• Forgetting payment terms or bank details, which delays payment.
• Incorrect tax treatment for your customer location or service type.