How to Make an Invoice, Step by Step
Here is how to build an invoice step by step, whichever tool you use. The invoice is one stage of a longer sequence: a quote, then the invoice, a reminder if payment is late, the payment, and a receipt, with a credit note if an invoice needs correcting.
Choose how to make it
Pick one of three ways: a free online invoice generator (fill in a form and download a PDF), a Word or Excel invoice template (type into a blank file), or accounting software (keeps invoices and customer records together).
For a one-off invoice or a small number of customers, a generator or a template is enough. Start from a business invoice template; for company customers with purchase orders, the corporate invoice template has a PO number field. Our small-business invoice guide compares the three ways side by side, and our guide on how to make an invoice template shows how to build a reusable Word or Excel file.
Add your business details and logo
Title the document INVOICE, then add your registered legal name (plus the trade name or DBA you use, if any), your business address, email and phone number, and your logo if you have one.
In our generator these go in From (Sender), and the logo goes under Business Identity in the Invoice Configuration panel; on the blank template the box is labelled From (seller). Add registration or tax numbers only where a rule requires them. If you are VAT/GST registered, see creating a tax (VAT/GST) invoice in step 6. In the UK, GOV.UK says a limited company "must include the full company name as it appears on the certificate of incorporation". Invoicing under your own name? See how to make a personal invoice.
Add the customer's details
Write the customer's legal entity name and billing address, plus the accounts payable contact or email the invoice should go to. If the buyer issued a purchase order (PO), copy the PO number onto the invoice.
Generator section: To (Client); blank template: Bill to (customer). Large buyers often match invoices against their PO before paying; our B2B guide explains how PO approval works. The free generator has no separate PO field, so put the PO number in Notes, or use the blank corporate invoice template, which has a PO number box.
Add the invoice number, issue date and due date
Give every invoice its own number, in sequence (for example INV-2026-0042), then write the date you issue it and the date payment is due.
Due date: the date payment must arrive by, worked out from the invoice date and your payment term (for Net 30, 30 days after the invoice date). Our payment due date calculator does the counting, and the invoice number generator gives you the next number in a format such as INV-2026-001 (see the invoice numbering guide for the rules behind it). Generator fields: Invoice #, Date and Due Date in Invoice Details; blank template: Invoice no., Date issued, Due date. If the work or delivery happened on a different date, note that date too.
List the line items
Add one line per product or service with a specific description, the quantity or hours, the unit price or hourly rate, and the line amount (quantity × unit price).
"Logo design, 3 concepts and 2 revision rounds, 12 hours" is easier to approve than "Design services". Generator section: Items; blank template columns: QTY, UNIT PRICE, AMOUNT. Shipping goods abroad? A commercial invoice adds customs details such as HS codes.
Work out the subtotal, discount, tax and total
Add the line amounts to get the subtotal, show any discount as its own line, add tax only if you must charge it (taxable amount × rate), and show the total due.
Generator section: Totals & Adjustments (discount, tax and shipping lines); blank template: Subtotal, Tax, TOTAL DUE. The filled-in example below shows every calculation.
If you are VAT/GST registered: creating a tax (VAT/GST) invoice
A tax invoice adds details a plain invoice does not need. In the EU, Article 226 of the VAT Directive (2006/112/EC) lists them, including your VAT identification number, the date of supply where it differs from the issue date, the taxable amount per rate, the VAT rate applied and the VAT amount payable, and in some cases the customer's VAT number (for example on business-to-business supplies where the customer pays the VAT). In the UK, GOV.UK says: "You must use VAT invoices if you and your customer are VAT registered." Our VAT & GST invoicing guide has the full checklist by country, and the VAT invoice generator prints your VAT registration number and your customer's, has an optional Supply Date / Tax Point field, and can add a reverse-charge note.
State the payment terms and how to pay
Write your payment term together with the exact due date (for example: Net 30, due October 31, 2026), any late-fee terms you and the customer agreed, and the details the customer needs to pay you.
For a bank transfer that means the account name, bank and account details, plus a request to quote the invoice number as the payment reference. Generator: Terms & Conditions (in Notes & Terms) and Payment Methods; blank template: Payment terms. Our invoice payment terms guide explains Net 30, due on receipt and the rest; the late fee calculator shows the late-payment figure and statute for each US state.
This term means a 2% discount if the customer pays within 10 days; otherwise the full amount is due in 30 days. The early payment discount calculator works out the figures.
Add notes
Use the notes line for anything the customer needs to process the invoice: a thank-you, the project or PO reference, or who to contact with questions.
Generator field: Notes (in Notes & Terms).
Save it as a PDF and send it
Download or export the invoice as a PDF, give the file a clear name, and email it to the billing contact with a short covering message.
The generator downloads a PDF directly; in Word or Excel, export the finished file as PDF. Our guide on how to make a PDF invoice covers each route. For the covering email, use one of the copy-paste email scripts below.
Record it and follow up
Keep a copy of every invoice you send, track its due date, send a reminder if it is late, and issue a receipt once you are paid.
The IRS says: "Generally, you must keep your records that support an item of income, deduction or credit shown on your tax return until the period of limitations for that tax return runs out." Its How long should I keep records? page gives 3 years as the general period and longer periods in some cases, for example 6 years if you do not report income that is more than 25% of the gross income on your return. To reduce or cancel an invoice you already sent, issue a credit note that references it instead of editing the original; to confirm a payment, use the receipt generator.
Create Your Invoice Now (Free)
Build your invoice in the free invoice generator: fill in the same sections as the steps above, check the preview, and download the PDF.
The generator is free and unmetered for normal use; an anti-abuse cap of 20 PDFs per device per day (200 per IP) applies, well above ordinary use, and the blank template downloads on this page are not metered. A one-line "Created free with myinvoicetemplate.com" credit is switched on by default and one free checkbox in the settings turns it off. Your draft is stored in your own browser on this device, so download and keep the PDF you need.
Prefer a blank invoice template? Download it as PDF, Word (DOCX), or Excel (XLSX) with working formulas — free, no signup, no email.
What to Include in an Invoice (Template Checklist, Field by Field)
These are the categories to include in an invoice or invoice template, what to write in each, and where each one goes on our blank invoice template and in the generator. Rows marked ✓ are the minimum for a simple invoice; the rest depend on your situation.
| Field | What to write | Example | Blank template label | Generator section | Minimum |
|---|---|---|---|---|---|
| Document title | The word INVOICE, so nobody mistakes it for a quote or receipt | INVOICE | INVOICE (title) | Document Title (Invoice Details) | ✓ |
| Your details | Legal name (and trade name or DBA if used), address, email, phone | Rivera Design Studio LLC | From (seller) | From (Sender) | ✓ |
| Customer details | Customer's legal name, billing address, billing contact | Harbor Street Bakery Inc., Attn: Accounts Payable | Bill to (customer) | To (Client) | ✓ |
| Invoice number | A unique number, next in your sequence | INV-2026-0042 | Invoice no. | Invoice # | ✓ |
| Issue date | The date you issue the invoice | October 1, 2026 | Date issued | Date | ✓ |
| Due date | The date payment must arrive by (invoice date + payment term) | October 31, 2026 | Due date | Due Date | ✓ |
| Line items | Specific description, quantity or hours, unit price or rate, line amount | Logo design: 12 hours × $85.00 = $1,020.00 | QTY / UNIT PRICE / AMOUNT | Items | ✓ |
| Subtotal | Sum of the line amounts | $1,200.00 | Subtotal | Totals & Adjustments | ✓ |
| Discount | Only if you give one, as its own line | Returning-client discount 5%: −$60.00 | (add a line above Subtotal) | Totals & Adjustments (Discount) | — |
| Tax | Only if you must charge it: taxable amount × rate | $0.00 in our example | Tax | Totals & Adjustments (Tax) | — |
| Total due | The amount the customer pays | $1,140.00 | TOTAL DUE | Totals & Adjustments | ✓ |
| Payment terms | Your term with the exact due date, plus any agreed late-fee terms | Net 30, due October 31, 2026 | Payment terms | Terms & Conditions (Notes & Terms) | ✓ |
| How to pay | Bank details or payment link; the invoice number as reference | Bank transfer, reference INV-2026-0042 | Payment terms (write it below the term) | Payment Methods | ✓ |
| Tax or registration numbers | Only where a rule requires them (for example a VAT number) | VAT Reg. No (VAT invoices) | Use the VAT invoice template | VAT invoice generator | — |
| PO number | Only if the buyer issued a purchase order | PO-7781 | PO number (corporate template) | Notes | — |
| Notes | Thank-you line, project reference, contact for questions | Thank you for your business! | (free space at the bottom) | Notes | — |
Business-to-business invoices often carry more fields; our B2B guide lists them in its B2B invoice format section.
Filled-In Invoice Example (With the Math Shown)
An illustration with a fictional business and customer: one line billed as hours × rate and one as quantity × unit price. For the meaning of any term, see our invoice glossary.
100 Example Road, Anytown
[email protected]
Attn: Accounts Payable
[email protected]
| Description | QTY | UNIT PRICE | AMOUNT |
|---|---|---|---|
| Logo design and brand guide (September 8-26, 2026) | 12 hours | $85.00 | $1,020.0012 × $85.00 |
| Social media banner set (3 sizes) | 3 items | $60.00 | $180.003 × $60.00 |
| Subtotal $1,020.00 + $180.00 | $1,200.00 | ||
| Returning-client discount (5%) 5% × $1,200.00 | −$60.00 | ||
| Tax none charged in this illustration; if you must charge tax: $1,140.00 × your rate | $0.00 | ||
| TOTAL DUE $1,200.00 − $60.00 + $0.00 | $1,140.00 | ||
Payment terms: Net 30, due October 31, 2026 (30 days after the October 1 issue date).
How to pay: bank transfer to Rivera Design Studio LLC, [bank name, account and routing numbers]. Please quote INV-2026-0042 as the payment reference.
Notes: Thank you for your business!
Can You Make Your Own Invoice?
Yes. An invoice is a document you prepare yourself: by hand, from a Word or Excel template, or with an online generator. What it has to show depends on where you and your customer are and whether you are registered for VAT or GST. In the UK, for example, GOV.UK says you "need to give them an invoice (bill) by law if both you and the customer are registered for VAT (a business to business transaction)". Check the requirements by country below and our VAT & GST invoicing guide before you rely on a layout.
How to Make a Simple Invoice
A simple invoice needs only the rows marked ✓ in the field table: who it is from and to, a number, the dates, what you sold, the total and how to pay. Download a blank file, fill in those fields, and save it as a PDF:
How to Make a Professional Invoice
A professional invoice is one the customer can approve and pay without asking you anything. Check these before you send:
- One number per invoice, in sequence. Never reuse a number; see the numbering guide.
- Issue date and due date. Write the due date as a date, not only as a term.
- Specific line descriptions. What was done or delivered, when, and how much of it.
- Your business identity and logo. Legal name, trade name if used, contact details.
- Payment instructions on the document itself. Everything the customer needs to pay, with the invoice number as reference.
How to Make a Personal Invoice (as an Individual)
If you have no business name, invoice under your own legal name: put your full name, address and contact details in the seller box and follow the same 10 steps.
- United States: if the payer needs your taxpayer identification number (TIN), the IRS form for giving it is Form W-9. The IRS says: "Use Form W-9 to provide your correct Taxpayer Identification Number (TIN) to the person who is required to file an information return with the IRS". For the 1099-NEC reporting threshold, see what changes in 2026.
- United Kingdom: GOV.UK says that if you are a sole trader, the invoice must also include "your name and any business name being used" and "an address where any legal documents can be delivered to you if you are using a business name".
More detail: our self-employed invoice guide and the personal invoice template.
How to Make an Invoice for Your Business
When a business sends the invoice, the steps are the same; three of them carry more weight:
- Step 2: your registered legal name, plus the trade name or DBA if you use one, your business address and contact details, and a tax or registration number only where a rule requires it.
- Step 3: the customer's legal entity name, the accounts payable contact, and the PO number if the buyer issued one.
- Step 7: an exact due date and complete remittance details.
Start from a business invoice template, or the corporate invoice template for company customers. The full B2B field list is in our B2B invoicing guide.
What Changes for Invoices in 2026
A PDF invoice is a document people read. A structured e-invoice (for example one following the European standard EN 16931, often exchanged over the Peppol network) is data that the buyer's software reads. Several countries now require structured e-invoices between businesses. These 2026 dates come from our e-invoicing mandates tracker (dataset last reviewed August 20, 2026), where each row links its official source:
| Date | Where | What happens | Source |
|---|---|---|---|
| January 1, 2026 | Belgium | B2B structured e-invoicing obligation enters into force. | efacture.belgium.be |
| February 1, 2026 | Poland | Mandatory KSeF begins for taxpayers whose 2024 sales including VAT exceeded PLN 200,000,000; all taxpayers must be able to receive. | ksef.podatki.gov.pl |
| April 1, 2026 | Poland | Mandatory KSeF for all remaining businesses. | ksef.podatki.gov.pl |
| September 1, 2026 | France | Receive obligation for all companies regardless of size, where the supplier is required to issue electronically. Simultaneously, the issuance obligation plus e-reporting of transaction and payment data begins for grandes entreprises and entreprises de taille intermédiaire (ETI). | impots.gouv.fr |
| December 31, 2026 | Portugal | Last day PDF files are accepted as electronic invoices for tax purposes | info.portaldasfinancas.gov.pt |
| 2026 | United KingdomMandatory e-invoicing for VAT invoices from 2029 (Budget 2025 measure 2.34) | Implementation roadmap and standards to be published at Budget 2026. | gov.uk |
United States (not an e-invoicing rule): for tax years beginning after 2025, the IRS instructions say to file Form 1099-NEC "for each person in the course of your business during the year to whom you have paid at least $2,000" for services performed by someone who is not your employee (Instructions for Forms 1099-MISC and 1099-NEC).
For cross-border invoices, see our international invoicing guide.
Invoice Requirements by Country
Different countries have specific legal requirements for invoices. The essentials, quoted from the official sources:
United States
- IRS Publication 583 lists invoices among the records to keep: "Supporting documents include sales slips, paid bills, invoices, receipts, deposit slips, and canceled checks."
- Record keeping: 3 years is the IRS's general period, with longer periods in some cases (IRS).
- Your TIN goes to payers on Form W-9 (see personal invoice).
United Kingdom
- Every invoice must include "a unique identification number", the supply date, the invoice date and "the total amount owed", among other details (GOV.UK).
- "You must use VAT invoices if you and your customer are VAT registered."
- Sole traders: "You must keep your records for at least 5 years after the 31 January submission deadline of the relevant tax year."
European Union
- VAT Directive Art. 226(2): "a sequential number, based on one or more series, which uniquely identifies the invoice".
- Art. 226(3): the seller's VAT identification number.
- E-invoicing: see the 2026 dates above.
Australia, Canada and Other GST Countries
- Australia: "If a customer asks for a tax invoice, you must provide one within 28 days, unless it is for a sale of $82.50 (including GST) or less." "Tax invoices for sales of $1,000 or more also need to show the buyer's identity or ABN." (ATO, Tax invoices)
- Australia: "You need to keep most records for 5 years." (ATO, Overview of record-keeping rules for business)
- Tax invoice rules differ by country. Our VAT & GST guide covers them country by country.
3 Habits That Help You Get Paid on Time
Small details make an invoice easier to approve and pay.
Be Polite
End with a short line such as "Thank you for your business". It costs nothing and sets a friendly tone for any follow-up.
Be Specific
Don't write only "Net 30". Add the date: "Net 30, due October 31, 2026", so nobody has to count days.
Make Paying Easy
Put the payment details on the invoice itself and ask for the invoice number as the payment reference.
Common Mistakes & Rejection Reasons
❌ Vague (Rejection Risk)
- "Consulting Services" (Too broad)
- "Web Update" (What update?)
- "Miscellaneous Expenses" (Audit red flag)
- Sending editable Word docs
✅ Specific (Approved)
- "Q4 Strategy Consulting - 10 Hrs"
- "Homepage Hero Section Redesign"
- "Flight NYC-LON (Receipt Attached)"
- Sending locked PDFs
For consulting-specific billing advice, including how to structure retainer and milestone invoices, see our consulting billing best practices guide. You can also use our consulting invoice generator to create professional billing documents tailored to advisory services.
Copy-Paste Email Scripts
Don't just attach the PDF. Use these professional scripts to ensure delivery and set the tone.
Hi [Client Name], I hope you're having a great week. Please find attached the invoice for [Project Name]. The total amount is $1,500 and is due by [Date]. Thank you for your business! Best, [Your Name]
Dear Accounts Payable Team, Please find attached invoice #INV-2026-523 regarding Purchase Order #12345. Payment details, tax ID, and banking information are included within the PDF document. Kind regards, [Your Name]
Hi [Client Name], Just a quick friendly reminder that Invoice #INV-2026-523 was due on [Date]. I know how busy things get at year-end, so I'm bumping this to the top of your inbox. I've re-attached the invoice for your convenience. If payment has already been sent, please disregard this note. Thanks, [Your Name]
Hi [Client Name], This is a quick note to confirm we have received your payment of $1,500 for Invoice #INV-2026-523. Thank you for the prompt payment. We look forward to working with you on the next project. Best, [Your Name]
Dear [Client Name], Thank you for reviewing the invoice. Regarding the line item for 'Consulting Services': This covers the additional audit hours requested on Dec 15th. I have attached the time-log report for your verification. Please let me know if this clarifies the charge. Sincerely, [Your Name]
Invoice Preparation Checklist (Before You Send)
- Is the Invoice Number unique and sequential?
- Did you state the Due Date clearly (Day/Month/Year)?
- Does it show the customer's PO Number, if they gave you one?
- Is the file a PDF? (Never send editable Word docs)
- Are Bank Details included on the PDF itself?
- Is the File Name professional? (e.g.,
Inv-2026-523-MyBusiness.pdf) - Have you saved a copy for your Tax Records?
Free Invoice Templates & Tools
Choose the right invoice format for your business:
Freelance Invoice
Optimized for hourly/project billing. Read our freelancer invoicing guide for best practices.
Freelance Invoice →Commercial Invoice
For international shipping & customs. See our commercial invoice guide for detailed requirements.
Commercial Invoice →VAT Invoice
For VAT-registered sellers: prints your VAT registration number and your customer's, and can add a reverse-charge note.
VAT Invoice →All our generators are free and need no signup; the anti-abuse cap of 20 PDFs per device per day (200 per IP) and the default one-line credit (one free checkbox turns it off) apply to all of them.
Frequently Asked Questions
How do I make an invoice for my business?
Follow the 10 steps above, with three business details in mind: put your registered legal name (and any trade name or DBA) and contact details on it (step 2), address it to the customer's legal entity and billing contact with their PO number if they issued one (step 3), and give an exact due date with your payment details (step 7).
What is the best way to make an invoice?
It depends on how many invoices you send: a free generator or a Word/Excel template suits occasional invoicing, and accounting software suits businesses that also want customer records and reports in one place (see step 1). Our small-business invoice guide compares the options side by side.
Is an invoice the same as a bill?
The words overlap. Cambridge Dictionary defines a bill as "a request for payment of money owed, or the piece of paper on which it is written" and an invoice as "a list of things provided or work done together with their cost, for payment at a later time", and GOV.UK's invoicing guide refers to giving a customer "an invoice (bill)". An invoice is not a receipt: GOV.UK calls a receipt "an acknowledgement of payment".
What does it mean to raise an invoice?
To raise an invoice means to create and issue one. The Cambridge Business English Dictionary lists "raise/generate an invoice" alongside "issue/send/submit an invoice" under its definition of an invoice: "a document that lists things provided or work done, gives their cost, and asks for payment".
What information must be on an invoice?
At minimum: the word INVOICE, your details, the customer's details, a unique invoice number, the issue and due dates, the line items, the subtotal and total, the payment terms and how to pay. The rows marked ✓ in our field-by-field table are that minimum. What the law requires on top depends on the country and on whether you are VAT/GST registered; see invoice requirements by country.
Can I charge late fees?
Only within the rules that apply to you, and it is best to state your late-fee terms in your contract and on the invoice before the due date. In the US the permitted figure depends on the state; our late fee calculator shows each state's figure with its statute. In the UK, GOV.UK says: "You have the right to charge interest for late payment, but you can choose not to."
How long should I give a client to pay?
Agree the term with the client before you start and print it on the invoice with the exact due date. Our invoice payment terms guide explains due on receipt, Net 15, Net 30 and other terms. In the UK, GOV.UK says: "Unless you agree a payment date, the customer must pay you within 30 days of getting your invoice or the goods or service."
What currency should I use for international clients?
Invoicing in your own currency leaves the exchange-rate risk with your client; invoicing in theirs moves it to you. Whichever you choose, show the currency code (for example USD or EUR) next to the amounts. The multi-currency invoice generator lets you pick the currency for the whole invoice.
My client hasn't paid. What now?
Send a polite reminder with the invoice attached (the "Gentle Nudge" email script above), then follow up again. If it stays unpaid, you can add any late fee or interest that your terms and the law allow, and our demand letter generator drafts a formal demand for payment.
Sources
Official pages quoted on this page, checked September 25, 2026:
- GOV.UK: Invoicing and taking payment from customers
- GOV.UK: Business records if you're self-employed (how long to keep your records)
- IRS: How long should I keep records?
- IRS Publication 583, Starting a Business and Keeping Records
- IRS: About Form W-9
- IRS: Instructions for Forms 1099-MISC and 1099-NEC
- EUR-Lex: Council Directive 2006/112/EC (consolidated text, Article 226)
- Cambridge Dictionary: invoice and bill
⚖️ Legal Disclaimer
The information provided in this guide ("How to Create an Invoice") is for general educational and informational purposes only. It does not constitute professional accounting, tax, or legal advice. Tax laws (including VAT/GST regulations) vary significantly by jurisdiction and are subject to change.
We strongly recommend consulting with a certified CPA, accountant, or tax attorney in your specific jurisdiction before making financial or tax-related decisions. MyInvoiceTemplate.com and its contributors assume no liability for any errors, omissions, or actions taken based on the information provided herein. Use of this content is at your own risk.