In this section, we’ll cover how to make an invoice to send to customers. You can print invoices or send them electronically as a PDF, Excel sheet, or Word document. Overall, invoices should be easy to read and detailed so there is no misunderstandings between the buyer and seller.

How to make an invoice using online invoice generator

We’ll be using our generator to create an invoice since it includes all relevant sections and allows wide customization.

  1. Go to the invoice generator page
  2. By default you’ll see a new blank invoice
  3. Add in your company details (name, address) in ‘From’ section
  4. Fill out client details (name, email, address) in ‘For’ section
  5. Write line items, adding description, rate and quantity
  6. Enter tax rate, currency and discounts if applicable
  7. Write payment instructions and terms in ‘notes’ section
  8. Customize your invoice by adding a logo and selecting your brand color
  9. Click ’email invoice’ or ‘download pdf’ from the top of the page

template image

How to make an invoice using blank invoice templates

Before we can start filling out all the different sections in an invoice we need to start with an invoice template. This could be a blank template that you open in Word or Excel.

I would still recommend using our invoice generator since that tool atomically includes all the various sections needed to make an invoice. However if for some reason the invoice generator isn’t to your liking, you can start by going to our templates page and downloading a generic invoice from there.

After you’ve downloaded a template you can go through the different invoice sections and fill them out one by one.

Essential elements of an invoice

There are 9 main elements of an invoice. When making an invoice you should pay attention to add all of them to your invoice.

nine main elements of an invoice, showing you how to make an invoice

1- Company name and details

When creating an invoice, you should include the Legal name and contact details (address, phone number, email address) of your business. Usually company information is written near the top of the invoice and clear differentiation between the company providing the goods or services and company buying it.

2- Invoice header

Headers that clearly state the document is an invoice can be extremely useful when sorting through multiple documents. This will save you time when reviewing your records or completing taxes. Many companies include their logo on the right hand side of the header. In the image above we don’t have a logo and that’s perfectly alright as long as the rest of the invoice is laid out properly.

3- Invoice number

An Invoice Number is a unique identifier for an invoice. Invoice Numbers can help you keep track of multiple invoices. Invoice Numbers can be structured in various ways including file numbers (IN0001), unique billing code, or date-based purchase order numbers.

Make sure to increment the invoice number every time you make a new invoice. If you use an invoice generator this will be done for you automatically.

4- Date

It’s important to include the date the invoice is issued. This can clear up confusion when there are multiple invoices going to the same customer.

5- Description of goods or services rendered

These are your invoice line items. Each row should include the following:

  • Name of the goods or service provided
  • Unit price, if you’re billing for hours then this should be your hourly rate.
  • Quantity, if you’re billing for hours then this should be the number of hours worked.

6- Itemized fees

Add any tax, handling or additional fees that are additional to the goods or services provided. These should be listed out separately as line items as some companies use different internal budgets to cover these fees.

7- Amount Owed

It might be obvious, but always clearly show the total amount due.

8- Terms, Conditions and payment instructions

One of the most overlooked parts of an invoice is the Terms and Conditions of payment. The standard payment terms vary by industry, your company’s policy, or previous history with the customer. It’s important to clearly state the penalties of the terms are not met which can include late fees or additional charges.

You should also add in your preferred payment method (cheque or cash, bank transfer, PayPal or credit card). Then add in your payment instructions, for example if you prefer bank transfers then write your account number and bank name.

9- Name and Details of Buyers

Clearly state the Name of the customer so there is no confusion between the Purchaser and Buyer.

For more on how to write an invoice, refer to this page.