What to Include in an Invoice

Whether you’re a freelancer in the U.S., a consultant in the UK, or a small business owner in India, sending clear, professional invoices is key to getting paid on time. Here’s a simple guide to what every invoice should include — and a few things to consider depending on where you’re based.

🔑 The essentials (applies everywhere)

No matter where you’re invoicing from, include the following:

• Your business details: Name, address, email, phone number, and logo if you have one.
• Client information: Their name or company name, billing address, and contact info.
• Invoice number: A unique ID for tracking and reference (e.g. INV-1042).
• Date issued: When you created the invoice.
• Due date: When payment is expected (e.g. “Net 14”, “Due upon receipt”).
• Itemized services or products: List each service or product with description, rate, quantity, and total.
• Total amount due: The full amount (including tax, if applicable).
• Payment instructions: How to pay you (bank details, PayPal, UPI, etc.).
• Notes (optional): Thank-yous, disclaimers, or refund policies.

🌍 International considerations

If you’re invoicing clients across borders, there are a few more things to keep in mind:

• Currency: Always list which currency the invoice is in (e.g. USD, EUR, GBP, INR).
• Tax IDs: Some countries require VAT numbers, GST numbers, or other tax identification from both you and the client. (E.g., UK VAT number, EU OSS, Australian ABN, etc.)
• Tax breakdown: If applicable, clearly state the tax rate and amount (e.g. 18% GST).
• Language: In some countries, invoices must be written in the local language — especially for compliance with tax authorities.

🧾 Example line item

        Website redesign – 20 hours @ $75/hr .......... $1,500.00
        VAT (20%) ....................................... $300.00
        Total Due: $1,800.00
            

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