After learning how to create an invoice, let’s take a look at some steps on how to create a professional invoice. Invoices have become a staple in the business world – even if you have agreed on a fixed or hourly rate with your client, an invoice is a customary step in requesting payment from your client, when it is due.
Not only will the client expect to see an invoice, but it helps both parties keep track of finances, as well as hours or products. And while creating a professional invoice may seem a little intimidating at first, once you make the first one, you can use the document as a template to complete any additional invoices you will need down the road.
One thing to note about invoices is that they are simply created in order to outline all of the services completed or products purchased, and how much is owed, all in an easy to read format. You can create a professional invoice using Microsoft Word or basically any word processing software you like.
A professional invoice should include the following:
Your company name, or personal identity
Your company name, or your name, should be at the top of the invoice document, and will serve as the header. This will help the client know exactly who and what the invoice is for. If you have a company logo, this would be the place to include it.
Your address and contact information
This is the address where you expect the payment to arrive, unless you’re receiving the payment electronically. In this case, still include your business address, as it adds to the consistency and professional look of the document.
The invoice title, number, and date
The invoice title should reflect, in general, what the client is being billed for, which will help both parties for bookkeeping purposes. The invoice number will be used for reference for either party, in order to help keep track of what has been paid and what hasn’t. The numbering system is yours to complete, and could be anything from the date to a numerical system such as 0101, then 0102, etc. The invoice date is the date the invoice is created; you’ll address the payment due date in another area.
Client company name and contact information
The client’s contact information helps them determine which branch of the company is being billed.
Payment due date
This date will likely have been agreed upon by the client, whether it is 21 days or 45 days from the invoice date. This will help the company’s accounting department know when to schedule the payment.
This section is where you can describe the products purchased or the services that were completed. If there are any other notes related to the project or perhaps delivery terms, those can also be noted here.
This is the breakdown of each product or service purchased or completed, along with the quantity or hours, the rate, the date it was completed, the subtotal, any additional fees or taxes, and the total amount due. Each of these items should be on a separate line.
This section includes any information about how you prefer to be paid, whether it is by check, bank transfer, through PayPal, or any other method. Use this portion of the invoice to include any extra information the client may need to complete your payment.
Thank you note
Be sure to thank your clients for their business, and don’t worry, it’s okay to be causal in this section of the invoice.
Steps to create a professional invoice
More information on the full process of invoicing clients below:
How to write an estimate or a quote
Before creating an invoice you will need to get the work approved. Here is how to professionnally write an estimate or a quote
How to write an invoice
More information on how to write an invoice in order to get paid by your client.
Email an invoice
Learn best practices on how to email an invoice when the work is done in under to get paid on time.
Have a look at different invoice format.
Learn everything about invoice payment and how to get paid.
If you need to apply tax to your invoices, it needs to follow a specific set of invoice tax rules.
If you need to print your invoices or just want to learn : ) read more about print invoice.