Invoice template: every field explained, and a ready example
Not sure what goes on an invoice? This page walks through each field with the reason it matters, then opens the generator pre-filled so you can see a finished one.
Invoice details
From (your business)
Bill to (your client)
Line items
Tax, discount, payments
- Subtotal
- $0.00
- Balance due
- $0.00
Notes
Invoice
Invoice number INV-0001
Issued
Bill to
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 1 | $0.00 | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
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Header: who, to whom, when
Your business name and address go top-left with your logo; the word Invoice, the number and the dates go top-right. Number invoices sequentially and never reuse one: auditors and accounting software both rely on gaps being meaningful. A due date is not optional. Net 30 is common for companies, 7 to 14 days for freelancers, and payment on receipt for one-off jobs.
Line items: one row per thing you delivered
Describe each deliverable in a way the client's accountant will recognise without asking you: what it was, how many, at what rate. Group hours by task rather than by day. Round rates to the cent and let the tool compute amounts so the arithmetic is never questioned.
Totals: subtotal, discount, tax, balance
Show the subtotal before any adjustment, then the discount, then tax on the discounted amount, then the total. If part of the total was already paid, a deposit for example, list it and show the balance due in bold. The balance due is the only number most clients look at.
Footer: how to pay and what happens if they don't
Put bank details or a payment link in Notes, and the terms in Payment terms: the due period, accepted methods, and any late fee. A short thank-you line is fine; a paragraph is not. Keep the whole invoice to one page whenever possible.
Frequently asked questions
- Do I need a Word or Excel invoice template?
- No. The generator produces the same layout as a professional template and does the math for you. If you still want a file to edit offline, download the PDF and keep it as your reference.
- What is the difference between an invoice and a receipt?
- An invoice requests payment and states a due date; a receipt confirms payment was received. If the client has already paid in full, enter the amount paid so the balance shows zero.
- Should I include my tax ID?
- If you charge VAT, GST or sales tax, most countries require your registration number on the invoice. Put it on its own line in your address block.
Content last reviewed: 2026-09-03