To put bank details on an invoice, add a clearly labelled "Payment details" section near the bottom of the page, under the total, and list exactly what your client needs to pay by bank transfer. Accounts teams often process invoices from the PDF alone, so the details belong on the invoice itself, not just in your email.
What to include for an Australian bank transfer:
- Account name, exactly as it appears on your bank account (usually your business or trading name)
- BSB, the 6-digit branch number, e.g. 062-000
- Account number
- Payment reference: ask the client to use the invoice number so you can match each payment to the right invoice
- Due date and terms, e.g. "Due within 14 days"
Optional extras that get invoices paid faster:
- PayID: your registered email, phone number or ABN, for near-instant Osko payments
- BPAY biller code and customer reference, if your bank offers BPAY for business
- A card payment link from Stripe, Square or PayPal for clients who prefer to pay invoices online
- For overseas clients: your bank's SWIFT/BIC code, full bank name and address, and an IBAN if your account is in a country that uses one (Australian accounts do not have an IBAN)
How to add bank details in popular invoicing tools:
- InvoiceSonic: enter your account name, BSB and account number (or PayID) once in your payment details, and they print on all future invoices automatically.
- Xero: Settings, then Invoice settings, then Options and Edit on your template; add the details to the payment terms text.
- MYOB AccountRight: Setup, then Customise Forms, then Invoices; choose your form, click Customise, add a text box with your bank details and save.
- QuickBooks Online: Settings, then Custom form styles, then Edit your style and select "Add your EFT details" (Airy new template), or type them into the footer.
- Word or Excel invoice templates: add a "Payment details" block below the totals and save it in your master invoice template so new invoices keep it.
Keep your payment details secure. Invoice fraud usually works by sending fake invoices with changed bank details. Tell clients who receive your invoices that your bank account will not change by email, and ask them to confirm any change by phone using a number they already have. Check the details on each new invoice template before you send it: one wrong digit in a BSB or account number can send the money to the wrong account or delay it by days.
Finally, never rely on the email body alone. When you put bank details on invoice PDFs and in your template, they travel with the invoice when it is forwarded, printed or uploaded to an accounts-payable system.