How to write an invoice
Cash flow and accounting

How to write an invoice

What is an invoice?

An invoice is a document that records information about the client, the service you provided, and how much was charged. It's usually sent to clients after work has been done so that they can pay for it.

How to set out an invoice

An invoice is a formal statement of the money owed to you by your client.

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There are several things that should be included on an invoice:

  • A heading that includes your name, address and contact information.
  • The services you provided for the client (for example, web design).
  • The date the services were performed.
  • The amount due and whether it's a percentage of sales or flat rate fee.
  • Due date and invoice number

How to write an invoice in Australia

An Australian invoice will have a lot of information, so it's important that you get it right. The biggest difference between Australia and other countries is the GST (goods and services tax). This is added to the total amount at a rate of 10%. For example if your client pays $100, they will pay $110 including GST.

How to write an invoice for freelance work

An invoice is a document that serves as a record of goods or services provided to a customer. It's important for both freelancers and business owners to understand how to write an invoice correctly so they can avoid misunderstandings with their customers.

Here are some things to consider before writing your first invoice as a freelancer:

How do I know whether my client will require an invoice?

If you're just starting out as a freelancer, it's likely that your clients will want to see an invoice for all the work you do for them. However, it's possible that some clients may not require invoices if they're paying by direct deposit or if you've negotiated payment terms in advance. If you're unsure about whether your client requires one, ask them before starting work. However, keep in mind that invoices protect you as a freelancer - they record proof of purchase and outline payment terms. You may want to issue your invoices in two parts: half before you complete the work, and the other half after you finish the work.

Do I need to include tax information on my invoice?

This depends on whether you're required to collect GST from clients, whether they pay income tax on the money they give you, or whether they’re buying on behalf of a company or not-for-profit. If this is the case, make sure that any tax information is included on your invoices so that your clients can claim the taxes back when they file taxes at the end of the financial year. We recommend keeping basic tax info on your invoices as standard practice.

How to write an invoice email

Here are some tips on how to write an invoice email:

  • Be professional. Make sure your customer can easily read the email and that it is free of grammatical errors. You want to make a good impression, so proofread your invoice email before sending it out.
  • Make sure all information is accurate. This includes the customer's name, address, phone number, and payment details. If there is any confusion about payment or shipping options, make sure you include those details in the email too.
  • Do not use marketing language or sales pitches in your invoices—this will annoy customers and make them less likely to pay their bills promptly. Instead, focus on providing clear information about what exactly they are paying for and how much they owe for it (plus any taxes).

Signing invoices

There are several ways you can sign an invoice:

  • Signature block: Place your signature in the signature block at the bottom of your invoice.
  • Stamp: Stamp your name, title and contact information directly onto the invoice after printing it out on plain paper.
  • E-signature: You can use software such as Adobe Sign to create an electronic signature that appears on your invoice after it's printed out.

Disclaimer: always refer to professional advice. The information presented here is purely indicative and not intended as advice. Always consult a legal or finance professional.

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