How to do an Invoice: A Beginner’s Guide to Getting Paid Professionally

Getting paid for your work should feel simple. But if you've never made an invoice before, it can seem confusing or even a little scary.

Whether you're a freelancer, small business owner, or just trying to get organized, learning how to create an invoice is one of the smartest things you can do. It helps you look professional, track your money, and get paid faster.

The good news? It’s not hard—once you know what to include and how to send it. In this beginner’s guide, we’ll walk through everything step by step. You’ll learn:

What an invoice is and why it matters

How to format a clear, professional invoice

Where to find easy-to-use invoice templates

Best practices for sending your invoice

Real-life invoice examples

Common mistakes and how to avoid them

Beginner FAQs about invoicing

Let’s get started.

What Is an Invoice and Why It Matters

An invoice is a document that says, “Here’s what I did, and here’s how much you owe.”

It lists your services or products, the amount due, and how the client can pay you. It’s more than a receipt—it’s a tool for staying organized and getting paid on time.

Imagine This:

You design a logo for a small business. Instead of sending a text saying “Send me $300,” you create an invoice. It’s clear, professional, and shows exactly what you delivered.

What Every Invoice Should Include:

Your business name and contact info

Client’s name and contact info

Invoice number

Date the invoice is sent

A list of services or items provided

The total amount due

When and how to pay (your payment terms)

Pro Tip: Numbering your invoices (like INV-001) helps you stay organized and makes record-keeping easy.

Avoid this: Sending a vague message like “You owe me $200.” Without details, the client may delay or question the payment.

Breaking Down the Invoice: Essential Elements

The best invoices are clear, simple, and easy to follow.

Think of your invoice like a sandwich:

Top layer: Your info and the client’s info

Middle: What you did and how much it costs

Bottom: Payment instructions

Your Invoice Format Should Include:

Your name, logo (optional), and contact info

The client’s name and email or address

An invoice number (e.g. INV-003)

The date you’re sending it

A list of what you provided, with prices

Subtotal, taxes (if any), and total

A payment deadline and instructions

Beginner Scenario:

You tutor students on weekends. Each week, you send an invoice listing the hours taught, your hourly rate, and how to pay—simple and clear.

If your invoice looks like a puzzle, your client may hesitate to pay.

Avoid: Making it too fancy. Stick to clean fonts, easy spacing, and plain language.

Templates Made Easy: Choosing the Right Invoice Format

Using an invoice template saves time and makes your invoice look polished.

It’s like picking a resume template before a job interview—you want it to be neat, professional, and easy to read.

Great Places to Find Free Invoice Templates:

Google Docs or Google Sheets

Microsoft Word or Excel

Canva (for more design-friendly options)

Tools like Wave, Invoice Generator, or PayPal

Tips for Picking a Template:

Keep the layout clean and simple

Include your logo or brand colors (optional)

Make sure all the important sections are easy to find

Real Example:

A yoga teacher invoices clients every Friday. She uses a Google Docs template, updates the dates and names, and sends it off in minutes.

If your template screams “1990s clipart,” it’s time for a refresh.

Avoid: Overdecorating. The goal is clarity, not creativity.

Sending Your Invoice: Best Practices for Fast Payment

Creating your invoice is only half the job—you also need to send it the right way.

Think of it like mailing a wedding invitation: It needs to arrive on time, be understood, and get a response.

Best Ways to Send Your Invoice:

Email (attach a PDF and write a polite message)

Use invoicing tools like Wave, PayPal, or QuickBooks

Include a “Pay Now” link (Stripe, PayPal, etc.)

Set reminders for follow-up if payment is late

Email Tips:

Subject: “Invoice #203 – Web Design Services”

Friendly message: “Hi Sarah, please find your invoice attached. Let me know if you have any questions.”

Include your payment deadline

Real Story:

A freelance marketer added a PayPal button to her invoices. Clients started paying within hours.

A confusing subject line is like junk mail—it might never get opened.

Avoid: Sending an invoice with no context or due date. Always be clear and courteous.

Real-Life Invoice Examples You Can Use

Sometimes, seeing a real invoice helps more than reading about one.

It’s like checking sample essays before writing your own.

Sample Invoices You Can Model:

Freelance work: Writing, photography, design

Product sales: List items sold, prices, and taxes

Tutoring sessions: Hours taught × hourly rate

Monthly retainers: Flat-rate services

What Makes a Good Example:

Clear descriptions and itemization

Total cost and payment due date

Friendly tone or thank-you message

Simple layout and branding

Example Scenario:

A beginner VA downloads a sample invoice, replaces the text with her own details, and uses it to invoice her first client. It looks great and feels easy.

A great invoice says “Here’s what I did, when, and how to pay me”—not “Figure it out yourself.”

Avoid: Copying an invoice that doesn’t match your business type. Always customize it.

Don’t Fall for These 4 Common Invoicing Mistakes

Even pros make these errors—let’s help you avoid them from day one.

1. Forgetting Payment Terms

Fix: Always say when payment is due—Net 15, Net 30, or “due on receipt.”

2. Skipping the Invoice Number

Fix: Number each invoice in order (INV-001, INV-002…).

3. Making It Too Complicated

Fix: Stick to one or two fonts. Use bold for section headers only.

4. Not Following Up

Fix: Use calendar reminders or invoice software to nudge clients if a payment is late.

Do This Instead:

Set clear due dates

Keep formatting simple

Track who’s paid and who hasn’t

Follow up—kindly but firmly

FAQs: Invoicing for Beginners

What software can I use to create invoices?

You can use free tools like Google Docs or Microsoft Word, or go with invoice-specific software like Wave, PayPal, or QuickBooks. Some of these let clients pay directly through a button or link.

How do I include taxes on an invoice?

If taxes apply to your service or product, show them clearly under the subtotal.

Example:

Subtotal: $200

Tax (5%): $10

Total: $210

Check local laws or ask an accountant if you’re unsure.

What should I do if a client doesn’t pay?

Start with a friendly reminder email. Follow up again in 3–5 days. If still unpaid, you may need to charge late fees or take further steps—but most clients respond to polite consistency.

Can I invoice from my phone?

Yes! Tools like PayPal, Wave, and QuickBooks have mobile apps. You can create, send, and track invoices right from your phone—handy if you’re always on the move.

Final Thoughts: You’ve Got This

You just learned the full process of how to make an invoice—from what it is to sending it with confidence.

Here’s a quick recap:

An invoice is a formal request for payment

You can use templates to make it fast and easy

Clean formatting, clear language, and due dates matter

Sending your invoice the right way helps you get paid faster

Mistakes are common—but easy to avoid

You’re not alone—there are tools and templates to help

Ready to take your first step?

Open up a free invoice template and fill out a draft. You don’t need a client waiting to practice—get comfortable now, so when the moment comes, you’re ready.

The sooner you learn to invoice, the sooner you start getting paid like a pro.

Enjoyed this post? Check out How to Send an Invoice