What to Include on an Invoice: Step-by-Step Guide
A clear invoice tells your client who is billing them, what the charge covers, how much is due, and how and when to pay. Use the visual example and five steps below to prepare one. Tax and registration requirements depend on your location and business status.
Illustrated example
Each number points to its matching invoice section
Look for the numbered green labels on the invoice, then read the matching step beside it.
Invoice number, issue date & parties
Alex Morgan Design
alex@example.com
18 Market Street, Example City
Invoice
INV-1042
Issued: Oct 27, 2026
From
Alex Morgan Design
alex@example.com
Bill to
Example Studio
billing@example.com
PO reference: [add if the client requires it]
Tax registration: [add when required]
Work description, quantity & rate
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website auditService period: Oct 20–27, 2026 | 2 hours | $50 | $100.00 |
Subtotal, applicable tax & total
*Example assumes no discount, extra charge, or applicable tax
Payment method, terms & due date
Bank transfer to [your verified payment details]
Terms: 14 days, as agreed · Due: Nov 10, 2026 · Reference: INV-1042
Identify the invoice and parties
The matching 1 labels mark the invoice reference, issue date, business and client details, plus optional PO or tax registration fields.
Describe the billed work
The 2 label marks each product, service, or milestone, with its service period, quantity or hours, rate, and amount.
Show amounts and applicable tax
The 3 label marks the subtotal, any agreed discount or extra charge, applicable tax, currency, and final total.
Explain how and when to pay
The 4 label marks how to pay, the agreed terms, due date, and invoice reference.
Review the whole invoice
Step 5 applies to every field above: check names, dates, arithmetic, currency, and payment details before sending.
Invoice details checklist
Before the walkthrough, make sure your invoice includes the details needed to identify the bill, understand the work, and arrange payment.
- A unique invoice number and issue date
- Your business details and the client’s billing details
- A clear description of each product, service, or milestone
- Quantities or hours, prices, subtotal, currency, and total
- Any tax or registration information required for your situation
- Payment method, agreed terms, and due date
Step 1: Identify the invoice and the parties
Give the invoice a unique reference and add its issue date. Include your business name and contact details, along with the client’s correct billing name and address. Add a purchase order reference or tax registration details when they apply to your business or the client’s process.
Step 2: Describe what you are billing for
Name each product, service, or project milestone clearly. For hourly work, show the hours and agreed rate. For a fixed-price service, describe the deliverable and agreed fee. Include the service period when it helps the client understand the charge.
Step 3: Show the amounts, currency, and applicable tax
List the line amounts, then show the subtotal, any agreed discounts or additional charges, applicable tax, and final total. Label the currency. Tax rates and required invoice disclosures vary by location and business status, so use the rules that apply to your situation.
Step 4: Explain how and when to pay
Include the payment method and the details the client needs to use it. State the due date and the payment terms you agreed on. If you use a payment reference, make clear which invoice number the client should include.
Step 5: Check the invoice before sending it
Compare the invoice with your agreement. Check the names, reference, dates, line items, arithmetic, currency, and payment instructions. Then save the final document as a PDF. SwiftInvoice prepares the document; send it through your usual email account or client portal.