What to Put on an Invoice: The Checklist

The exact fields a professional invoice needs, sender, client, number, dates, line items, tax and totals, so it looks right and gets paid without back-and-forth.

Updated 4 min read By CodingEagles
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A complete invoice includes the sender’s details, the client’s details, a unique invoice number, the issue and due dates, an itemised list with quantities and rates, any tax, the total due, and payment instructions. Miss one of these and you invite questions or delay. The invoice generator has a field for each.

Use the checklist below as a quick audit before you send.

The essentials

  • The word “Invoice”. Label the document clearly so there is no doubt what it is.
  • Your details. Name or business name, address, contact email or phone, and your logo if you have one.
  • Your tax number, if you are registered for VAT, GST or sales tax.
  • The client’s details. Name or business name and address, sent to the right person where it is a company.
  • A unique invoice number. A running reference such as INV-0001 that is never reused.
  • The issue date. The day you raise the invoice.
  • The due date or terms. When you expect to be paid, for example “due within 14 days”.

The money

  • Line items. One row per item or task, each with a clear description, a quantity, and a rate.
  • Subtotal. The sum of the lines before tax.
  • Tax. The rate and amount, shown separately, if you charge it.
  • Discount, if you have agreed one.
  • Total due. The final figure, shown clearly. This is the number your client looks for.

Getting paid

  • How to pay. Bank details, a payment link, or accepted methods.
  • A reference for the payment, usually the invoice number, so you can match the money to the invoice.
  • Notes or terms. Late-payment terms, a thank-you, or anything specific to the job.

A note on descriptions

Vague descriptions are the most common cause of payment delays. “Consulting” invites a query; “Consulting, two strategy sessions, 4,5 June” does not. Spell out what each line covers, and your client can approve it at a glance.

When you have everything on the list, the invoice generator turns it into a clean, professional PDF with no watermark, built entirely in your browser.

Frequently asked questions

Is the word 'Invoice' required on the document?
It is good practice and, in many places, expected. Labelling the document clearly as an Invoice (rather than a quote or receipt) avoids confusion about what it is asking for. The generator prints the word prominently at the top.
Do I need to show tax separately?
If you charge VAT, GST or sales tax, yes, the tax should be shown as its own line and, where required, your tax registration number should appear too. Showing it separately lets your client see the net amount, the tax, and the gross total. If you are not registered for tax, leave the tax at zero.
What if I forget the invoice number?
An invoice without a unique number is hard to track and, for tax purposes, can be a problem. Always give each one a reference. A simple running sequence such as INV-0001 is enough, as long as every number is used only once and they run in order.

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Related guides

How to Make an Invoice (Step by Step) What goes on an invoice, how to number it, and how to send one that gets paid, with a free generator to do it in your browser. How to Get Paid Faster on Your Invoices Clear terms, easy payment, prompt sending and a calm follow-up routine, the practical levers that get invoices paid sooner.