Creating a professional invoice doesn't have to be complicated. Whether you're a freelancer billing your first client or a small business owner looking to streamline your invoicing process, this guide will walk you through everything you need to know.
A well-crafted invoice does more than request payment - it reflects your professionalism, helps you get paid faster, and keeps your business records organized.
4 Steps to Create a Professional Invoice
Follow these steps to create invoices that get you paid on time.
Add Your Business Information
Include your business name, address, email, and phone number. Add your logo for professional branding.
Pro Tips:
- Use a professional email address
- Include your business registration number if applicable
- Add your payment details (bank account, PayPal, etc.)
Enter Client Details
Add your client's name, company, and billing address. This ensures the invoice reaches the right person.
Pro Tips:
- Double-check spelling of names
- Include the attention line for larger companies
- Save client details for future invoices
Add Line Items
List each product or service with a clear description, quantity, rate, and amount.
Pro Tips:
- Be specific in descriptions
- Include dates of service if applicable
- Break down complex projects into clear line items
Set Payment Terms & Send
Specify payment due date, accepted payment methods, and any late payment policies. Then send or download.
Pro Tips:
- Common terms: Net 15, Net 30, Due on Receipt
- Include early payment discounts if offered
- Add a thank you note for a personal touch
Complete Invoice Checklist
Essential Elements
- Invoice number (unique identifier)
- Invoice date
- Due date
- Your business name & address
- Client name & address
- Line items with descriptions
Financial Details
- Quantity and unit price
- Subtotal
- Tax (if applicable)
- Total amount due
- Payment methods accepted
- Payment terms
Understanding Payment Terms
Payment due within 15 days of invoice date. Good for regular clients.
Industry standard. Payment due within 30 days. Most common term used.
Payment expected immediately. Best for new clients or small amounts.
Common Invoicing Questions
What should an invoice number look like?
Invoice numbers should be unique and sequential. Common formats include: INV-001, 2024-001, or CLIENT-001. InvoiceBloom generates these automatically.
When should I send an invoice?
Send invoices promptly after completing work or delivering products. For ongoing services, establish a regular billing schedule (weekly, monthly, etc.).
What are standard payment terms?
Common terms are Net 30 (due in 30 days), Net 15, or Due on Receipt. Choose terms that work for your cash flow and industry standards.
How do I follow up on unpaid invoices?
Send a friendly reminder at the due date, follow up a week later, and escalate if needed. InvoiceBloom helps you track payment status.
Ready to Create Your First Invoice?
Put this knowledge into practice. Create a professional invoice in under 2 minutes with InvoiceBloom.