If you have ever wondered whether your invoice is missing something important, you are not alone.
Invoices do not need to be complicated, but they do need to include a few essential details. Missing even one of them can delay payment, confuse clients, or cause issues later when you need proper records.
This guide explains exactly what an invoice should include, nothing more and nothing less.
The purpose of an invoice
An invoice is not just a request for money. It is a formal record.
A good invoice:
- Clearly explains what you are charging for
- Shows how the total was calculated
- Tells the client how and when to pay
- Acts as a reference for both sides later
You do not need accounting software to achieve this. You just need the right information in the right places.
The essential invoice elements
At a minimum, every professional invoice should include the following.
1. Your details
Your invoice must clearly identify who is issuing it.
Include:
- Your name or business name
- Your address, city, or country
- An email address or contact method
- A business number if required in your country
This helps the client recognise the invoice instantly and know who to contact if there are questions.
2. Client details
Always include the client’s information.
This usually means:
- Client or company name
- Billing address or location
- Contact person if relevant
This is especially important if the client receives invoices from multiple suppliers.
3. Invoice number
Every invoice needs a unique invoice number.
This helps you:
- Track payments
- Reference invoices in emails
- Avoid confusion later
A simple system is enough. For example:
- INV-001
- INV-2025-12
- 042-ACME
If you want help creating clean, unique numbers:
Use our Invoice Number Generator:
Generate invoice numbers
4. Invoice date and due date
Your invoice should clearly show:
- The date it was issued
- The date payment is due
Common payment terms include:
- Due on receipt
- 7 days
- 14 days
- 30 days
If you want to calculate due dates consistently:
Use our Invoice Due Date Calculator:
Calculate invoice due dates
5. Line items
This is the core of the invoice.
Each line item should clearly describe:
- What the work or product was
- Quantity or hours
- Price per unit
- Line total
Clear descriptions reduce questions and help clients approve payment faster.
6. Subtotal, tax, and total
Your invoice should clearly show how the final amount was calculated.
Typically this includes:
- Subtotal
- Tax such as GST, VAT, or WHT
- Grand total
If tax applies, it should be clearly labelled and easy to understand.
7. Payment instructions
Never assume the client knows how to pay you.
Include:
- Bank account details
- Payment reference instructions
- Any alternative payment methods you accept
Clear payment instructions reduce delays and payment errors.
Optional but useful additions
These are not required, but they can help in many cases.
- A short note or description
- A thank you message
- Late payment terms
- Currency clearly labelled
- Your logo or branding
Use these only if they add clarity, not clutter.
Creating a complete invoice quickly
If you want to create a clean, professional invoice without worrying about formatting, the easiest option is to use the Invoice Generator on UseKit.
It allows you to:
- Enter your details and client details
- Add line items
- Apply taxes correctly
- Download the invoice as PDF, Word, or Excel
Use our Invoice Generator:
Create an invoice now
There is no signup, no account, and nothing is saved online.
Common invoice mistakes to avoid
These small issues cause the most problems:
- Missing invoice numbers
- No due date
- Vague line item descriptions
- Incorrect tax calculations
- Missing payment details
Double-checking these saves time and avoids follow-up emails.
Who this guide is for
This applies if you are:
- A freelancer or contractor
- A small business owner
- Sending occasional invoices
- Working with international clients
- Trying to keep things simple
If you want invoices that look professional and get paid without friction, these basics cover almost every situation.
Ready to create your invoice?
You can build a complete invoice in minutes using the tool below.
Use our Invoice Generator:
Create an invoice now