6 Steps on How to Write a Simple Invoice

An invoice is a document issued by a seller to a buyer, detailing the products or services provided, their prices, and payment terms. If you’ve just launched a new small business and you’re confused about how to start billing your clients, learning how to make a simple invoice can help you get paid for your work. A simple invoice contains basic information such as item descriptions, quantities, prices, and total amount due. It may lack additional details such as shipping terms, payment terms, tax breakdowns, or itemized discounts. Simple invoices save you time because they include just the basic accounting details you need to charge clients for your work. They’re streamlined documents that are easy to create and easy to understand.

At FreshBooks, we’re committed to helping people get paid the right way, every time. This is why we’ve created a step-by-step guide to help you create your own invoice. Small business owners have too much on their hands and too much at stake to waste time on convoluted invoicing software, so start learning how to make invoices for small business accurately and start getting paid the way you deserve.

These topics will show you how to make a simple invoice so you can get paid for your services:

How to Make a Simple Invoice

Simple Invoice Example

Free Simple Invoice Templates

Can an Invoice Be a Receipt?

How to Make a Simple Invoice

To get started on your journey to easier invoicing, you’ll first need to know the basics of how to create an invoice. With the right information in your hands, you will be able to present your clients with professional, expertly formatted invoices that will earn their respect.

To make a simple invoice, small businesses should create a streamlined document that contains just the basic information needed to bill clients. Create your own simple invoice by following these easy steps:

1. Include Contact Information

The first step in creating a simple invoice is to list all the necessary contact information. Start with your company’s contact details. Add your logo if you have one and then include your name, address, phone number and email address. It’s important to include your business contact number so that they can reach you if any issues arise. Remember to double check your business information before sending, to ensure that all of your details are correct.

Then, do the same with your client’s contact information, listing the billing contact name, address, phone number and email address. To make sure that you have the most up-to-date client information, you can check beforehand to see to whom you should address the invoice. In some cases, the company name won’t be enough, and you’ll have to address it to a specific customer name to ensure it goes to the right person. If this is the case, make sure to include the correct customer details to guarantee that there won’t be any hold-ups to the payment process.

2. Add the Invoice Date

Every invoice you create should list the invoicing date. This will make it easier to file the invoices correctly, both for you and for your clients.

3. Establish a Simple Invoice Numbering System

Every invoice you send will need to have a unique invoice number assigned to it. Invoice numbers make it easier to track your invoices for bookkeeping purposes. They’re also helpful when you need to discuss a specific invoice with a client. The simplest method of assigning invoice numbers is to just number them sequentially. The first invoice you send can be Invoice #001, then Invoice #002, and so on from there.

4. List Your Services

A simple invoice should outline all the services you provided to the client. It’s easiest to start by creating a basic table with four columns. Each of the following pieces of information should go in a separate column:

• A brief description of each service
• The number of hours worked or the quantity
• The rate of pay
• The subtotal for each service

Include as many rows in the table as you need to list each specific service. From there, you can edit your services with basic customization options to differentiate the services rendered. If you need an example and a step-by-step walkthrough, read our article on invoices for services rendered example.

5. Add Your Payment Terms

Briefly explain your payment terms on each invoice. Outline the payment methods that you accept, which might include some combination of the following:

• Cash
• Checks
• Credit card
• Bank transfer
• Online payments
• Recurring payments
• Mobile payments

Your payment terms should also explain your late fee policy, if you plan to charge clients for late payment.

6. Include the Amount Due and the Payment Due Date

At the bottom of the document, you should clearly state the total amount due, including any applicable taxes, along with the payment due date. Make sure the information sticks out by using a bold font or a different font color. Write out the payment deadline as a specific date, such as “Payment Due December 31, 2018” to avoid any confusion on the part of your client.

When all of your payment information has been included, review your document for any adjustments. Remember to carefully look over your payment options, as any mistakes will delay your payment.

SAVE YOUR INVOICE AND SEND

Once your invoice has been reviewed, it’s time to save it before sending it off to your client.

You can save your invoice in an easily editable format, like Microsoft Word, in case you need to make any changes later. But if you’re ready to send it off now, it’s best to email invoices in PDF format. When you email invoices as PDF, no one can make any edits on their end, so you know that your information will be received and processed the way that you made it.

Simple Invoice Example

This sample invoice from FreshBooks shows all the basic information you should include when invoicing clients. Having a look at a simple invoicing sample will speed up the invoicing process and save you from making any basic mistakes. It gives an itemized list of services provided and includes the total amount due in a bold font:

Free Simple Invoice Templates

If you’d rather use a premade template to help you create professional invoices, you can download one online. FreshBooks offers a free simple invoice template that includes the basic accounting information you’ll need to include on your invoices to get paid for your work. There is a range of invoice templates to choose from, including freelance invoices or sales invoices, so that you can find the right one for your industry.

Also Read: How to Create an Invoice in Excel

You can download the template in Word, Excel and PDF format.

Can an Invoice Be a Receipt?

An invoice serves a different purpose than a receipt. Invoices are accounting documents that request payment from a customer for goods sold or services provided. An invoice lists the goods or services provided, includes the total payment due and gives the deadline for payment.

A receipt, on the other hand, is an accounting document that serves as proof of a business transaction. It acknowledges that the customer has paid for the goods or services sold. A receipt is a simple document issued by a vendor and given to the customer immediately after a sale. An invoice is sent after a vendor provides its goods or services, as a way to request payment.

Simple Invoice Templates FAQs

How do I make a simple invoice?

In order to learn how to make an invoice, you first need to choose the right invoice maker to suit your needs.

Then, start customizing your template by filling in the empty fields with your invoice information. This will be preformatted for you, so all you need to do is fill in your business details, customer details, services provided, payment information and an invoice number and date.

Then you’re ready to send off your invoice and get paid!

What is the best free invoice template?

From small business owners to freelance entrepreneurs, there are many kinds of services that require tailored invoice generator or software. However, some invoicing services are too expensive or cumbersome for regular use.

Luckily, FreshBooks provides a whole gallery of free invoicing templates to suit your needs.

If you’re struggling to find an invoicing system that works for you, visit FreshBooks to select from a range of invoice generators optimized for easy accessibility.

With helpful features such as invoice reminders, tailored service options, and even an invoice app for on-the-go accounting, you can rest easy knowing that your payment process is in good hands.

How do I make a simple invoice in Word?

Making a simple invoice in Microsoft Word has never been easier.

Simply download the “Free Word Invoice Template” from FreshBooks to get started.

Then, start editing the empty fields with your business information, customer information, payment options, services provided and invoice number and date.

Once you’ve finished customizing your invoice, you’re ready to hit save and send it off to your clients!

It’s as easy as download, edit, save and send.

Does Microsoft Word have an invoice template?

Yes, Microsoft Word has an easy-to-use invoice template guide that can help you make your own invoice.

It has the basic features that can lead you through the process, so that you can learn how to create an invoice to suit your services.

How to Write an Invoice?

If you’ve ever wondered how to write an invoice from square one, you can follow the below steps to start writing an invoice today.

First, you’ll want to include your business name, address and other business information near the top. Just above it, include an invoice number and date for easy reference.

Then fill out the customer contact details and other contact information.

Move on to describe the services rendered or products sold and include the price for each one. Calculate the total at the bottom.

Make sure to include accurate payment information, including preferred payment methods such as credit or debit cards, or Payal.

Then you’re ready to save and send your invoice off to your client!

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