InvoicePDF

How to Write an Invoice (Even If You've Never Made One Before)

April 27, 2025 · 5 min read · By Ugo Charles
invoice
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Imagine you just finished your first freelance project. You feel proud. You delivered great work. Now, it’s time to get paid!

But wait—you need to send an invoice.

And if you’re like many people starting out, you might be wondering, "What exactly is an invoice? And how do I even write one?"

Don’t worry—you’re not alone. Writing an invoice sounds fancy and official, but it’s actually pretty simple once you know the steps.

In this beginner-friendly guide, we’ll walk through exactly how to write an invoice that looks professional, gets you paid faster, and keeps your business organized.

What Is an Invoice, Anyway?

Think of an invoice like a restaurant bill.

After you enjoy your meal, the server brings a piece of paper listing everything you ordered and how much you owe. An invoice is basically the same thing—except for your business.

It’s a document you send to a customer or client that:

  • Lists the products or services you provided
  • Shows how much they owe
  • Tells them when and how to pay

    • It’s important because:

  • It helps you keep track of your earnings
  • It reminds your customer to pay you
  • It’s a legal record of the transaction (which can help with taxes later)

    • In short, invoices make sure you get paid—and stay organized.

    What Should You Include in an Invoice?

    You don’t need anything super fancy. A good invoice has a few basic parts. Here’s what you should include:

    1. Your Information

    At the top of the invoice, clearly list:

  • Your name (or business name)
  • Your address
  • Your email address and phone number

    • If you have a logo, it’s nice to add it too—it makes you look more professional!

    2. Customer’s Information

    Right under your info, list the customer’s:

  • Name or business name
  • Address
  • Email address (optional but helpful)

    • Example:

    Baker’s Web Design
123 Main Street
Smalltown, USA
hello@bakerswebdesign.com
(123) 456-7890

    Bill To:

    Green Valley Farms
456 Green Street
Smalltown, USA

    3. Invoice Number

    Every invoice should have a unique number, like Invoice #001, Invoice #002, and so on.

    This helps you (and your customer) stay organized.

    Tip: Use simple numbering or add the year, like 2024-001.

    4. Date

    Add the date you created the invoice.

    You can also add a due date ("Payment due within 30 days" is common).

    5. List of Products or Services

    This is the heart of the invoice.

    Use a simple table format with:

    [Unsupported Block: table]

    Total Due: $1,250

    Be clear about what you’re charging for so there’s no confusion.

    6. Payment Instructions

    Tell your client how to pay you.

    Include things like:

  • Bank details (for direct deposit)
  • PayPal or Venmo info
  • Mailing address for checks

    • Example:

    "Please make payment via PayPal to hello@bakerswebdesign.com."

    7. (Optional) Notes

    You can add a friendly thank-you message or special notes like:

  • "Thank you for your business!"
  • "A 2% late fee will be added to invoices over 30 days past due."

    • Step-by-Step: How to Write Your First Invoice

    Feeling ready? Let’s walk through it like a checklist:

    ✅ Open a Word doc, Google doc, or invoice template (free ones are online!)

    ✅ Add your name and contact info

    ✅ Add the client’s name and contact info

    ✅ Create an invoice number

    ✅ Add today’s date and a due date

    ✅ List the services/products with prices

    ✅ Add up the total

    ✅ Include clear payment instructions

    ✅ Add a polite thank-you note

    That’s it!

    You just created a professional invoice.

    Free or Paid? Should You Use an Invoice Template?

    You can absolutely write an invoice by hand or in a Word document.

    But many people (especially as they grow) prefer using templates or tools because:

  • They save time
  • They look more professional
  • They help you avoid mistakes (like forgetting a due date)

    • Popular free tools:

  • Canva (search "invoice templates")
  • Wave Accounting
  • Invoice Generator

    • Pro Tip:

    If you send lots of invoices, a tool like FreshBooks or QuickBooks can automate everything—including reminders when a payment is late!

    Why a Good Invoice Helps You Get Paid Faster

    According to a study by Fundbox, U.S. small businesses are owed $900 billion in unpaid invoices at any given time.

    That’s a lot of money just sitting there.

    Clear, professional invoices help you:

  • Look legit: Clients are more likely to pay quickly when you seem organized.
  • Set clear expectations: If the invoice says "due in 15 days," clients know what to expect.
  • Avoid mistakes: No missing payment details or wrong amounts.

    • Think of your invoice as a friendly but firm handshake that says, "Thanks for the work! Here’s how to wrap it up."

    Common Mistakes to Avoid

    Here are a few rookie mistakes to watch out for:

    🚫 Forgetting a due date (Clients might delay without realizing it)

    🚫 Being too vague (Always describe services clearly)

    🚫 Not numbering invoices (Makes taxes and bookkeeping a nightmare later)

    🚫 Leaving out payment methods (Make it easy to pay you!)

    Fix these, and you’ll avoid a lot of unnecessary back-and-forth emails.

    Conclusion: You’re Ready to Write Your First Invoice!

    Writing an invoice doesn’t have to be scary.

    It’s just a clear, friendly way to show:

  • What you did
  • What you’re owed
  • How to pay you

    • By following the simple steps in this guide, you can create invoices that look professional, get you paid faster, and keep your business running smoothly.

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