How to Make an Invoice (Step by Step, with a Free Example)

An invoice is the document that asks your client to pay for work you've already agreed or completed. Get it right and you look professional and get paid on time; get it wrong and you invite late payments, disputes and awkward chasing. This guide walks through how to make an invoice line by line, what to include, and how to send it so the money actually arrives.

What to include on an invoice

Whatever tool you use — Word, Excel, a PDF or invoicing software — a complete, professional invoice has these parts:

1. The word "Invoice" clearly at the top, so it isn't mistaken for a quote or receipt.
2. Your business details — name, logo, address, phone and email.
3. A unique invoice number (e.g. INV-0001) for your records and the client's.
4. The client's details — who you're billing ("Bill to").
5. Issue date and due date — when it was sent and when payment is expected.
6. Line items — a description of each product or service, quantity, unit price and line total.
7. Subtotal, tax (VAT/GST/sales tax) and total — the amount due, clearly shown.
8. Payment terms and how to pay — your bank details, accepted methods and terms like Net 14.
9. A short thank-you or notes — optional, but it reads well.

Step by step: making your first invoice

1. Number it

Give every invoice a unique, sequential number (INV-0001, INV-0002…). Sequential numbering keeps your bookkeeping clean and is expected by accountants and tax authorities. Never reuse a number, even on a corrected invoice — issue a new one instead.

2. Add your details and the client's

Put your business name, logo and contact details at the top, and the client's name and address under "Bill to". Accurate billing details matter — invoices addressed to the wrong entity are a common reason for delayed payment in larger companies.

3. List the work as line items

Break the job into clear line items rather than one lump sum. "Kitchen repaint — labour (16 hrs)" and "Premium emulsion (2 coats)" tell the client exactly what they're paying for and head off "what's this for?" questions. If you wrote a good quote, you already have these — see how to write a quote and quotation format.

4. Add tax and show the total

If you're registered for VAT, GST or sales tax, show it as its own line with the rate, then the grand total. Make the total amount due the most prominent figure on the page — it's the number the client is looking for.

5. Set payment terms and a due date

State exactly when you expect to be paid. "Due on receipt", "Net 7", "Net 14" and "Net 30" are the common options — see what payment terms mean to choose the right one. Always show a concrete due date (e.g. "Due 5 July 2026"), not just "Net 14" — a real date gets paid faster.

6. Tell them how to pay

Include your bank account name, number and sort code/IBAN, plus any other methods you accept. The easier you make payment, the sooner it happens. Removing friction here is one of the highest-impact things you can do to get paid on time.

How to send an invoice

Send the invoice as a PDF or a shareable link by email, with a short, friendly message and the amount and due date in the body. A link has a big advantage: you can see when the client opens it, and they can download the PDF themselves. Send it promptly — the faster you invoice after the work, the faster you're paid.

Make it effortless with Jotquote

Jotquote turns an accepted quote into a numbered invoice in one click — your branding, line items, totals, bank details and a due date all carry over. Send it as a PDF or tracked link, see when it's opened, and mark it paid when the money lands. No spreadsheets, no re-typing.