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How to Write an Invoice

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If you’re planning to start a business, you may find that you’re going to need to learn to write an invoice. For example, maybe you provide lawn maintenance or pool cleaning services to a customer. Once you’ve completed the job, you’ll need to write out an invoice so you can collect a payment for those services. Knowing how to write an invoice accurately and professionally can improve your reputation, show customers that you are legit and help you keep track of payments for your own records.

Consider a Customized Template

Before you begin writing your invoice, think about how you want it to look. A blank sheet of paper or blank email is good enough, but a customized template adds a touch of professionalism to your business. Whether you plan to print your invoice and hand it to the customer in person or send it digitally, look into software, tools and word processing documents that will help you create a custom invoice with your business name, logo and colors.

Start with Your Contact Information

Your invoice should clearly state that it’s from your business. The company name should be in a prominent position at the top. Beneath the company name, at minimum, you’ll want the company address and phone number. You may also opt to include your name or the name of the person who is in charge of billing, along with any other contact information that the customer can use if he or she has questions. This may include an email address, social media handles, fax numbers or additional phone numbers.

Give It Dates and Invoice Number

Beneath your contact information, you’ll want to add a date and invoice number for record-keeping purposes. The date generally reflects the day you performed the services, or the day you completed the services if it took multiple days. The invoice number will vary based on how you keep your books. In this area, you’ll also want to add a due date. It may be the same as the date you completed the services or it may be a date in the future.

Add the Customer’s Contact Information

Next, you’ll want to add the contact information of the customer who received the services. This may start with the person’s name or his or her company name. You may also add an address for an extra level of identification, especially if you performed the services at the customer’s home or business address.

Add the Services, Products, Prices and Quantities

Now it’s time to write the important part of the invoice: the list of services and their prices. While it varies from template to template, you’ll generally have three columns. The first one is a list of services provided and products used. The second one tells the quantity. For example, if you cleaned someone’s pool and added two chlorine tablets to it, your first line will explain the services with a quantity of one, and your second line will list the chlorine tablets with a quantity of two. The last column of each line will show the price itemized for each item.

Total It Up and Add Any Additional Information

Once you’ve listed all of your products and services, you’ll want to calculate and write the grand total at the bottom. Be sure to list and add any local or state taxes as required by law as well. After you’ve added the total to the invoice, you can add anything else you like, such as “thank you for your business.” If you are sending the invoice electronically, you may want to link the customer back to your website via a “pay now” button to make paying simple.


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