How to write an invoice

By Theyvora · 2026-09-23 · 5 min read

A clear invoice gets you paid faster. At a minimum it needs your details, your client's details, a unique invoice number, an itemised list of what you're charging for, and the total due with a payment deadline. Here's exactly what to put on one.

What every invoice must include

• Your business name and contact details — and your logo if you have one.
• The word "Invoice" and a unique invoice number (e.g. INV-2026-001) so both sides can reference it.
• The client's name and address (the "bill to").
• Issue date and due date — spell out the payment terms (e.g. "due within 14 days").
• Line items — a description, quantity and unit price for each thing you're charging for.
• Subtotal, tax and total — show any VAT/GST or sales tax separately, then the final amount due.
• How to pay — bank details or a payment link, and a reference (usually the invoice number).

Step by step

1. Add your details and your client's. Put your brand at the top so the invoice looks legitimate and is easy to file.
2. Give it a number and dates. Number sequentially and set a clear due date — invoices with a deadline get paid noticeably faster than open-ended ones.
3. List the work. One line per item, with quantity and rate. Be specific ("Brand identity design — logo + guidelines") so there are no questions later.
4. Add tax and total. If you're registered for VAT/GST, show the rate and amount, then the grand total.
5. State payment terms and details. Bank transfer info, accepted methods, and a note like "Please use INV-2026-001 as the reference."
6. Send it as a PDF. A PDF looks professional and can't be edited in transit. Keep a copy for your records.

Tips to get paid faster

• Invoice promptly — the day the work is done, not the end of the month.
• Keep terms short (7–14 days) and put the due date in bold.
• Make paying effortless: include full bank details or a link.
• Send a polite reminder a day or two before the due date, and again if it lapses.

Do it in two minutes

You don't need a Word template. Theyvora's invoice builder handles the numbering, tax and totals for you, applies your logo and colours, and lets you download a print-ready PDF or email it straight to your client.