How to make an invoice

Discover how to make invoices online with the right elements, templates, and formatting to ensure you get paid by your customers.

How to make an invoice
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Hey there! So, you're looking to create an invoice? No worries, it's super easy and we're here to guide you through the process step by step.
First things first, let's define what an invoice actually is.
An invoice is simply a document that outlines the products or services you've provided to a client, and how much they owe you for those products or services.
It's a crucial piece of paperwork that ensures you get paid for your hard freelance work!
Now, let's get started on creating your very own invoice.

Step 1: Identify yourself and your client

Alrighty, let's get started on this invoice creation journey! First things first, you need to identify who you are and who your client is.
This might sound like a no-brainer, but it's super important to make sure all the info you provide is accurate and up-to-date.
So, start by introducing yourself (or your company) with your name, business name (if you have one), and contact information. This makes it easy for your client to get in touch with you if they have any questions or concerns.
Next, you'll want to identify your client by including their name and contact information. This lets them know that this invoice is specifically for them, and helps avoid any confusion if you're working with multiple clients.
Remember, being clear and concise with your information is key! This ensures that both you and your client are on the same page from the very beginning. Plus, it shows that you're organized and professional - always a good thing!

Step 2: Include the date and invoice number

Now we're getting into the nitty-gritty of invoicing. You'll want to make sure you include two important pieces of info:
First up, the date! This is simply the day you created the invoice. Think of it like a birthday, but for your invoice (except there's no cake, unfortunately).
It's important to include the date so you and your client both know when this magical invoice came into existence.
Next, the invoice number! This is like the social security number of your invoice - it's unique to this specific invoice and helps you keep track of it.
Plus, it makes your life a whole lot easier when you're trying to organize your invoices and find a specific one.
Pro tip: Get creative with your invoice numbers! Maybe include some emojis or use a theme that matches your business. Make it fun and memorable (but still professional, of course).
So there you have it, the date and invoice number. Just two little pieces of info, but oh so important!

Step 3: Outline the products or services provided

This is where the real fun begins - listing out all the awesome stuff you did for your client! You'll want to include:
  • A detailed description of the products or services provided (and if it was a combo of both, go ahead and mix it up like a peanut butter and jelly sandwich!)
  • The quantity of each item/service provided (how many peanut butter and jelly sandwiches did you make?)
  • The price of each item/service (how much did each sandwich cost?)
Now, we know this can get a bit tricky if you're offering a range of products or services. But don't worry, just take your time and make sure everything is clear and easy to understand. And if you need to, feel free to add in any extra info that may be relevant.
Pro tip: Use language that your client will understand. Avoid using industry jargon or fancy words that may be confusing. This will help ensure there's no miscommunication and everything is crystal clear.
So, there you have it! The meat and potatoes (or peanut butter and jelly sandwiches) of your invoice. Time to show off all the amazing work you did!

Step 4: Calculate the total amount owed

Now it's time for some good old-fashioned math! Don't worry, you don't have to be a math wizard to do this part.
All you need to do is add up the cost of all the products or services you provided (using a calculator or your brain, whichever you prefer). Don't forget to include any applicable taxes or fees.
Pro tip: Make sure you're charging the right amount! Double-check your math and make sure you're using the correct prices for each item/service. You don't want to accidentally shortchange yourself (or your client, for that matter).
Once you've added everything up, you've got the total amount owed. It's like the grand finale of your invoice!
And hey, if you're feeling particularly creative, you could always add in a little message or note of appreciation for your client.
Something like "Thanks for choosing me for your peanut butter and jelly sandwich needs!" (we're really stuck on this sandwich thing, huh?).
So, go ahead and calculate that total amount owed, and give yourself a pat on the back for a job well done!

Step 5: Include payment details

Ah, the part we've all been waiting for - getting paid! This step is super important because it tells your client how they can pay you (and let's be real, we all want to get paid).
Make sure you include all the important details, like your preferred payment method (PayPal, bank transfer, or maybe even a check if you're feeling old-school).
If there are any deadlines for payment or late payment fees, be sure to include those as well.
Pro tip: Make it easy for your client to pay you. Include all the necessary information, like your email address or bank account details, so they don't have to go hunting for it. And if you're using a specific payment platform, include a link or instructions on how to use it.
And don't forget to be clear and concise with your payment details. You don't want there to be any confusion or misunderstandings.
Finally, make sure to thank your client for their business and let them know that you appreciate their timely payment. A little bit of gratitude can go a long way!

Step 6: Review and send

Almost there! Before you hit that "send" button and email your invoice, take a deep breath and give your invoice a good once-over.
Double-check your calculations to make sure everything adds up correctly (math can be tricky sometimes, we know). Make sure all your contact information is accurate and up-to-date. And don't forget to review your payment details to ensure that everything is clear and easy to understand.
Pro tip: It's always a good idea to have someone else take a look at your invoice before you send it, just to catch any mistakes you might have missed.
Once you're confident that your invoice is perfect (or as close to perfect as possible), it's time to hit that "send" button!
But wait - before you do, take a moment to pat yourself on the back. Creating an invoice might not be the most exciting thing in the world, but it's an important part of running a successful business.
And now that you've done it, you can sit back and wait for that sweet, sweet payment to roll in.
So go ahead, review that invoice one last time, and send it off into the world with confidence!

Wrapping Up

And there you have it - a complete guide on how to create an invoice! By following these steps, you'll be well on your way to getting paid for all your hard work.
Just remember: be clear, be concise, and be organized. Make sure your invoice includes all the necessary information, like your contact details, a description of the products or services you provided, and your payment details. And don't forget to review your invoice before you send it off to ensure that everything is accurate and up-to-date.
Creating an invoice may not be the most exciting part of running a business, but it's definitely one of the most important. By staying on top of your invoicing, you'll not only get paid faster, but you'll also come across as more professional and organized.
So go forth and invoice with confidence! And if you have any questions or need any further help, don't hesitate to reach out to your fellow business owners or even a professional accountant.
Good luck!

Written by

Nick Kimel
Nick Kimel

Onigiri Founder