Getting paid is critical for the livelihood of your business. You need your customers to pay on time and be aware of the terms and conditions attached to the transaction.

So, sending out complete invoices with a professional look is important! Get rid of the good old Excel or Word invoices you used to send, it’s time to step up.

If you’ve just started working as a sole trader or small business owner, you might have a few questions about how invoicing works. You’ve provided a service to your customer and now you need to get paid. But how do you make an invoice and what do you put in it?

What is an invoice?

An invoice is a document your business (the supplier) will send to a customer (the buyer), stating and requesting the payment you are due for providing a service or for the sale of a product.

The best way to create invoices

When you are creating an invoice, you have several options:

Word invoice template

Creating an invoice in Word has a lot of limitations, for example with the layout you can choose. If you do use a word template, make sure you save the invoice as a PDF file so your customer can’t edit it.

PDF invoice template

If you have graphic design experience, creating a PDF invoice template gives you a professional look. If you don’t have the time or knowledge to make a PDF yourself, you can download our free invoice template below.

Download your free invoice template

Invoicing software

Using invoicing software to create invoices is the best way to make sure your invoices look professional and are kept in the same place as your accounting.

How to write an invoice and what to include

There are several details you should include in your invoice:

• Name and logo of your business
• Contact details of your business
• Customer name and contact details
• Date the invoice was created
• Due date of the amount owed
• Description of the item or service
• Amount due (if you are offering more than one item, include single unit cost and number of units along with the total)
• Your preferred method of payment and payment details
• Invoice terms include the interest rate if your payment is overdue

When writing your invoice, it’s important that the details are clear and the invoice has a professional look. This is the information your customer will need to pay you and ensure the payment is on time.

How to send an invoice

It’s quicker to send an invoice to your customer by email than by post, so you should get paid faster. When you email, including a personal message along with your PDF invoice, is a great idea, like thanking your customer for working with you.