Invoice Template Checklist: What to Check Before You Send It

An invoice template saves formatting time, but it cannot tell whether the details for this particular job are complete. Before you send a PDF, Word document or spreadsheet, take one minute to check the fields that prevent disputes and payment delays.

Check who is billing and who is paying

Include your business or trading name, contact details and any tax identifier that applies to you. Add the client name and relevant billing contact. For larger work, a client reference or purchase-order number can make approval easier.

Check the invoice identity

Every invoice needs a unique number and issue date. Add a due date rather than relying on an informal “please pay soon” message. Consistent numbering helps you find the document later and explain it if the client asks a question.

Check the work description and total

Use line items that make sense to the client: what was supplied, quantity or hours, rate and amount. Check discounts, tax and the final total. If the invoice follows a quote or deposit, say so and show any amount already paid.

Check how the client can pay

Do not make the client ask for account details after receiving the invoice. Put your preferred payment instructions on the document and make any reference they should use clear.

Pick the right format for the job

A template is useful when you want an editable file or a familiar document format. An online generator is useful when you want totals calculated and a PDF ready immediately. Browse the invoice template hub for formats and payment-specific templates, or use the free invoice generator when you want to create the finished document in your browser.

For a deeper comparison of editable files, see Word vs Excel vs PDF invoice templates.