How To Make An Invoice: Learn The Basics (2026)

What an Invoice Is and When to Send One

An invoice is a document that lists products or services that a client or customer has received. It breaks down how much payment is owed and states when and how payment must be made.

Many invoices are sent upon or after delivery of goods or services, but there are some cases when you may need to send one ahead of time. For instance, if you’re someone who works on custom creative projects, you might send a freelance invoice to secure a deposit before work begins.

Required Information for Every Invoice

Invoices should generally include the following:

• The buyer’s and seller’s contact information
• The date and invoice number
• An itemized list of products and services
• The cost of each product or service
• Taxes, shipping and other additional costs
• Payment terms

Some industries or businesses have specialized invoicing requirements. For example, if an attorney works on retainer, they may send invoices showing how the funds from the retainer have been allocated over a specific period.

Choosing a Template, Software or Generator

Many businesses start with invoice templates. Templates and generators can be ideal for anyone learning how to make an invoice. Once you have a pre-set format, creating individual invoices takes less time.

However, if you have a large business, investing in software can save time and money. Software can automatically create and send invoices, and you can sync it with your business bank account to streamline payments.

Formatting and Branding Your Invoice

The right formatting makes your invoice easier for clients to read and understand. It also helps your company maintain a professional reputation. If you don’t already have a format in mind, looking over pre-made invoice templates may be helpful.

Don't forget the importance of branding. If you send a catering invoice that includes your company logo, the client may be more likely to remember your company’s name and recommend you to a friend.

Calculating Totals, Taxes and Discounts

If you’re calculating taxes, totals and discounts by hand, always double-check for accuracy. Invoicing software or generators will sometimes calculate these amounts for you to help prevent potentially costly errors.

Sending the Invoice and Getting Paid

Many businesses send invoices electronically. If you do this, it’s generally good practice to include a link to your payment portal. You might also send one payment reminder a few days before the due date and another one on the due date.

Remember to keep a copy of every invoice you send for tax purposes.

Learn More About How to Make an Invoice

A clear, professional invoice helps build professional relationships and reinforce your business’s credibility. If you want to choose a template or you’re looking for inspiration, explore ConsumerShield’s library of legal forms and guides today.