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How to make an invoice, step by step

What goes on an invoice, how to number it, what payment terms to use, and how to send it so you get paid on time. Whether you're a freelancer or a small business.

By Aman Verma · · 6 min read

1. Put your details and your customer's at the top

Start with your business name, address, phone number and email. If you're registered for a sales tax such as GST or VAT, add your tax number. Under that, write who the invoice is for: the customer's name or company, their address, and their tax number if they have one.

2. Give it a unique number and a date

Every invoice needs its own number, and the numbers should follow on from each other with no gaps or repeats: INV-1, INV-2, INV-3. Many businesses start the series again each financial year, such as 2026-27/001. Add the date you issue the invoice, and the date of supply if it's different.

3. List what you're charging for

Write one line per product or service, with a clear description, the quantity, the price per unit and the line total. "Website design, 5 pages" is better than "Services". Clear lines mean fewer questions and faster payment.

4. Add discounts, tax and the total

Below the lines, show the subtotal, any discount, the tax (with its rate) and any shipping, then the total. If the customer has already paid part of it, show the amount paid and the balance due.

5. Say when and how to pay

Set payment terms, such as Due on receipt, Net 15 or Net 30, and print the due date. Then make paying easy: bank details, a UPI ID with a QR code, a PayPal or Stripe link. The fewer steps it takes, the sooner you're paid.

Send it as a PDF

Save the invoice as a PDF so it looks the same on every device, and email it with a short note: the invoice number, the amount and the due date. Keep a copy. When you're paid, record the payment so you know who still owes you.

Do it in two minutes with a generator

An invoice generator handles the numbering, the totals and the tax for you and remembers your details for next time. InvoiceDesk is free, needs no sign-up and saves to your browser.

Checklist

  • Your name, address and tax number
  • Customer name and address
  • Unique invoice number and date
  • Clear line items with quantity and price
  • Subtotal, tax rate and amount, total
  • Payment terms, due date and payment details

Make your invoice in InvoiceDesk. Free, no sign-up, and it saves to your browser.

Create an invoice