What to Include in Your Invoice: Complete Checklist

A complete, professional invoice ensures you get paid on time and helps avoid disputes. Here's everything your invoice needs to be legally valid and client-friendly.

Essential Invoice Elements

1. Your Business Information

Every invoice must clearly identify who is requesting payment:

• Business name (or your full legal name if sole proprietor)
• Business address
• Contact email
• Phone number
• Website (optional but professional)
• Tax ID or VAT number (if applicable)

2. Client Information

Clearly identify who owes the payment:

• Client's business name or individual name
• Billing address
• Client contact email

3. Invoice Identification

Make your invoice easy to track and reference:

• Unique invoice number (e.g., INV-001, 2025-001)
• Invoice date (when the invoice was created)
• Purchase Order number (if client provided one)

4. Payment Terms

Specify exactly when and how payment should be made:

• Due date or payment terms (e.g., "Net 30", "Due Upon Receipt")
• Accepted payment methods (bank transfer, PayPal, check, etc.)
• Payment instructions (bank details, payment links)
• Late payment fees (e.g., "2% monthly interest on overdue balances")

5. Itemized Line Items

Break down exactly what you're charging for:

• Description of each service or product
• Quantity or hours worked
• Rate (hourly rate, unit price, or project fee)
• Line item total (quantity × rate)

6. Financial Calculations

Show a clear breakdown of all charges:

• Subtotal (sum of all line items)
• Discount (if applicable, with percentage or amount)
• Tax (VAT, GST, or sales tax with rate and amount)
• Total Due (final amount to pay, prominently displayed)

7. Additional Notes

Include helpful information:

• Thank you message (e.g., "Thank you for your business!")
• Project details or reference numbers
• Terms and conditions (especially for services)
• Warranty or guarantee information

Optional but Professional Additions

Company Logo

Adding your logo strengthens your brand and makes invoices instantly recognizable. InvoicePro makes it easy to upload your logo to your invoices.

Color and Branding

Use your brand colors to make invoices professional and on-brand. This builds recognition and trust with clients.

Project Timeline

For longer projects, consider including project start and end dates, or the billing period covered by this invoice.

Legal Requirements by Region

Depending on your location, additional information may be legally required:

• EU: VAT registration number, VAT rate breakdown
• UK: Company registration number, registered address
• US: Sales tax details (varies by state)
• Canada: GST/HST number, tax breakdown

Consult with a tax professional or accountant to ensure your invoices meet local legal requirements.

Create Complete Invoices Effortlessly

Don't stress about remembering every detail. InvoicePro's invoice generator includes all essential elements by default, ensuring your invoices are complete and professional every time.