Invoice format
A standard invoice has a clear order: who is billing, who is paying, what was delivered, and how much is due. This format works for freelancers, contractors, and small businesses and keeps your records consistent for taxes and disputes.
Header
At the top, include:
- Your business or name and contact details (address, phone, email). Optionally your logo, website, or tax ID.
- The word “Invoice” (or “Bill,” “Statement”) so the document type is obvious.
- An invoice number (e.g. INV-001, 2024-003) so you and the client can track it.
- Invoice date and due date (e.g. Net 30 from the invoice date).
Bill-to (client) section
Below the header, list the client’s name and address (and contact or PO number if relevant). This ensures the invoice is routed correctly and matches their records.
Line items (body)
The main body is a table or list of what you’re charging for. Each line typically has:
- Item or description – what was delivered (service or product).
- Quantity – hours, units, or other measure.
- Rate or unit price – price per unit.
- Amount – quantity × rate for that line.
Add as many lines as needed. Avoid a single vague line like “Services”; break it down so the client can verify and approve.
Totals (footer area)
Below the line items, show:
- Subtotal – sum of line amounts before tax or discounts.
- Tax – if applicable, with the rate and name (e.g. “Sales tax 8%,” “VAT 20%”).
- Discounts or adjustments – any deductions or add-ons (shipping, fees).
- Total due – the amount the client must pay.
Payment terms and instructions
At the bottom, state when payment is due (e.g. “Due on receipt,” “Net 15”) and how to pay (bank transfer, check, card, PayPal, etc.). You can also mention late fees or interest if you use them.
For more detail on each field, see how to write an invoice. For step-by-step creation, see how to create an invoice and invoice example. You can use our invoice generator to build an invoice in this format and download it as PDF.