How to Write an Invoice (Step-by-Step) — With Free
Copy-Paste Templates
How to Write an Invoice (Step-by-Step) — With Free
Copy-Paste Templates
If you’ve ever finished a job and thought, “I’ll do the invoice later,” you know how easy it is for cash to get stuck in limbo. This guide shows you exactly how to write an invoice that gets paid—fast. We’ll cover the required elements, numbering, payment terms, taxes, email wording, reminders, and copy-paste templates you can use today. We’ll also show how to do the whole thing on your iPhone with the Invoice Bear iOS app (so you can invoice before you leave the job site).
If you’ve ever finished a job and thought, “I’ll do the invoice later,” you know how easy it is for cash to get stuck in limbo. This guide shows you exactly how to write an invoice that gets paid—fast. We’ll cover the required elements, numbering, payment terms, taxes, email wording, reminders, and copy-paste templates you can use today. We’ll also show how to do the whole thing on your iPhone with the Invoice Bear iOS app (so you can invoice before you leave the job site).
How to Write an Invoice (Step-by-Step) — With Free
Copy-Paste Templates
If you’ve ever finished a job and thought, “I’ll do the invoice later,” you know how easy it is for cash to get stuck in limbo. This guide shows you exactly how to write an invoice that gets paid—fast. We’ll cover the required elements, numbering, payment terms, taxes, email wording, reminders, and copy-paste templates you can use today. We’ll also show how to do the whole thing on your iPhone with the Invoice Bear iOS app (so you can invoice before you leave the job site).
“We do payments in person with our clients. Game changer!”
“We do payments in person with our clients. Game changer!”
Kevin L.
Kevin L.
“I can run my business on my phone and get paid fast.”
“I can run my business on my phone and get paid fast.”
Arthur D.
Arthur D.
“Love having all my deals and customers in one spot"
“Love having all my deals and customers in one spot"
“Love having all my deals and customers in one spot"
Larry C.
Larry C.
What is an invoice?
What is an invoice?
An invoice is a time-stamped request for payment that lists what you sold, how much it costs, when it’s due, and how to pay. It becomes part of your official records (and your client’s), so clarity and completeness matter.
An invoice is a time-stamped request for payment that lists what you sold, how much it costs, when it’s due, and how to pay. It becomes part of your official records (and your client’s), so clarity and completeness matter.
Before you write: gather the essentials
Before you write: gather the essentials
Your business details: legal name, logo, address, email, phone, website, tax IDs (e.g., GST/HST/QST or state tax ID).
Your business details: legal name, logo, address, email, phone, website, tax IDs (e.g., GST/HST/QST or state tax ID).
Client details: billing contact, company name, address, email for invoices, purchase order (PO) if required.
Client details: billing contact, company name, address, email for invoices, purchase order (PO) if required.
Job details: dates worked, brief scope, deliverables, photos (for field work), and any agreed pricing.
Job details: dates worked, brief scope, deliverables, photos (for field work), and any agreed pricing.
Payment terms: due date (e.g., Net 7, Net 15, Net 30 or Due on receipt), late fees, deposit or milestone rules.
Payment terms: due date (e.g., Net 7, Net 15, Net 30 or Due on receipt), late fees, deposit or milestone rules.
How you want to be paid: credit card link, bank transfer/ACH, tap to pay, etc.
How you want to be paid: credit card link, bank transfer/ACH, tap to pay, etc.
The 10 required pieces every professional invoice needs
The 10 required pieces every professional invoice needs
Header & branding
Your name/logo, legal entity, contact info. A clean header instantly signals credibility.
Header & branding
Your name/logo, legal entity, contact info. A clean header instantly signals credibility.
Client (Bill To)
Client’s legal name and billing address, attention to a real person, and their AP email.
Client (Bill To)
Client’s legal name and billing address, attention to a real person, and their AP email.
Invoice number & issue date
A unique number (e.g., INV-2025-0047) and the date you issued it.
Invoice number & issue date
A unique number (e.g., INV-2025-0047) and the date you issued it.
IPO or job reference (if applicable)
Many companies require a PO to match invoices in their system. Put it near the invoice number.
IPO or job reference (if applicable)
Many companies require a PO to match invoices in their system. Put it near the invoice number.
IPO or job reference (if applicable)
Many companies require a PO to match invoices in their system. Put it near the invoice number.
Line items
Each product/service with quantity, unit price, and line total. Add a concise description so Accounting doesn’t have to guess.
Line items
Each product/service with quantity, unit price, and line total. Add a concise description so Accounting doesn’t have to guess.
Line items
Each product/service with quantity, unit price, and line total. Add a concise description so Accounting doesn’t have to guess.
Subtotal, taxes, discounts
Show each component clearly (e.g., GST/HST/QST or state/provincial sales tax). If tax-exempt, say why (and keep proof).
Subtotal, taxes, discounts
Show each component clearly (e.g., GST/HST/QST or state/provincial sales tax). If tax-exempt, say why (and keep proof).
Subtotal, taxes, discounts
Show each component clearly (e.g., GST/HST/QST or state/provincial sales tax). If tax-exempt, say why (and keep proof).
Total due
The single number the client must pay.
Total due
The single number the client must pay.
Total due
The single number the client must pay.
Payment terms
“Due upon receipt,” “Net 7,” or a specific date. If you charge late fees or offer early-pay discounts, state them.
Payment terms
“Due upon receipt,” “Net 7,” or a specific date. If you charge late fees or offer early-pay discounts, state them.
Payment terms
“Due upon receipt,” “Net 7,” or a specific date. If you charge late fees or offer early-pay discounts, state them.
Payment instructions
Best: a payment link or tap to pay. Alternate: banking info for transfer and who to notify after payment.
Payment instructions
Best: a payment link or tap to pay. Alternate: banking info for transfer and who to notify after payment.
Payment instructions
Best: a payment link or tap to pay. Alternate: banking info for transfer and who to notify after payment.
Notes & attachments
Warranty notes, a short thank-you, scope links, photos, time sheets, or signed approvals.
Notes & attachments
Warranty notes, a short thank-you, scope links, photos, time sheets, or signed approvals.
Notes & attachments
Warranty notes, a short thank-you, scope links, photos, time sheets, or signed approvals.
Invoice numbering that stays organized (and audit-proof) Pick a system and stick to it:
Simple sequential: INV-000123, INV-000124
Simple sequential: INV-000123, INV-000124
Year+sequence: INV-2025-0047
Year+sequence: INV-2025-0047
Client+sequence: INV-GREENROOF-012
Client+sequence: INV-GREENROOF-012
Project code: INV-RetrofitA-0009
Project code: INV-RetrofitA-0009
Tips:
Tips:
Never reuse numbers.
Never reuse numbers.
Don’t skip around—accounting systems flag gaps.
Don’t skip around—accounting systems flag gaps.
If a client requires POs, add a field PO: 5416-A near the header.
If a client requires POs, add a field PO: 5416-A near the header.
Choosing the right payment terms (to actually get paid)
Choosing the right payment terms (to actually get paid)
Due upon receipt: Best for small jobs and solos—reduces “we’ll batch this later” delays.
Due upon receipt: Best for small jobs and solos—reduces “we’ll batch this later” delays.
Net 7 or Net 15: A polite buffer; still keeps cash moving.
Net 7 or Net 15: A polite buffer; still keeps cash moving.
Net 30: Common with larger firms but slows cash.
Net 30: Common with larger firms but slows cash.
Milestones & deposits: For bigger projects, use 30/40/30 or 50% deposit up front.
Milestones & deposits: For bigger projects, use 30/40/30 or 50% deposit up front.
Late fee: If local law allows, state something simple like 1.5% per month on overdue balances (or a flat admin fee).
Late fee: If local law allows, state something simple like 1.5% per month on overdue balances (or a flat admin fee).
Pro move: If you’re on site, collect a deposit before starting. The remainder gets invoiced at completion (with photos). This single change cuts Days Sales Outstanding dramatically.
Pro move: If you’re on site, collect a deposit before starting. The remainder gets invoiced at completion (with photos). This single change cuts Days Sales Outstanding dramatically.
Taxes: do them right, line by line
US: Sales tax varies by state/county/city and whether the service is taxable, confirm the rules for where the client receives the service.
US: Sales tax varies by state/county/city and whether the service is taxable, confirm the rules for where the client receives the service.
Canada: Include GST/HST/QST as separate lines and show your tax number.
Canada: Include GST/HST/QST as separate lines and show your tax number.
International: Clarify VAT/GST rules and whether reverse charge applies.
International: Clarify VAT/GST rules and whether reverse charge applies.
Always keep an itemized trail (it’s your proof during audits).
Always keep an itemized trail (it’s your proof during audits).
How to write an invoice (step-by-step)
How to write an invoice (step-by-step)
Title it “Invoice” and add your logo.
Title it “Invoice” and add your logo.
Add your business details and client’s Bill To.
Add your business details and client’s Bill To.
Assign a unique invoice number and issue date.
Assign a unique invoice number and issue date.
Add PO/Job reference if needed.
Add PO/Job reference if needed.
List line items with descriptions, qty, unit, and line totals.
List line items with descriptions, qty, unit, and line totals.
Show subtotal, taxes, and total due.
Show subtotal, taxes, and total due.
State payment terms and due date clearly.
State payment terms and due date clearly.
Provide a payment link (best), or banking instructions.
Provide a payment link (best), or banking instructions.
Add a short note (warranty, thanks, next steps).
Add a short note (warranty, thanks, next steps).
Attach proofs (photos, signed approval, timesheets).
Attach proofs (photos, signed approval, timesheets).
Send to the right AP email with a clear subject & body.
Send to the right AP email with a clear subject & body.
Schedule reminders (more on that below).
Schedule reminders (more on that below).
Copy-paste text invoice template (service)
Copy-paste text invoice template (service)
INVOICE
From:
Your Business Name (Legal)
Address • City, State/Province • Phone • Email • Tax ID
Bill To:
Client Company
Attn: Name, Title
Billing Address
AP Email: ap@client.com | PO: 5416-A (if applicable)
Invoice No: INV-2025-0047
Issue Date: Mar 12, 2025
Due Date: Mar 19, 2025 (Net 7)
DESCRIPTION QTY RATE LINE TOTAL
HVAC spring maintenance (Unit 2) 1 $240.00 $240.00
Condenser cleaning + filter 1 $85.00 $85.00
Travel (within city) 1 $15.00 $15.00
Subtotal: $340.00
Tax (HST 13%): $44.20
TOTAL DUE: $384.20
Payment:
Pay securely by card: https://pay.yourlink.com/INV-2025-0047
(Alternative) EFT: Bank • Routing/Institution • Account
Notify payment: accounts@yourbiz.com
Terms: Net 7. Late payments may incur 1.5% monthly fee where permitted by law.
Thank you for your business!
INVOICE
From:
Your Business Name (Legal)
Address • City, State/Province • Phone • Email • Tax ID
Bill To:
Client Company
Attn: Name, Title
Billing Address
AP Email: ap@client.com | PO: 5416-A (if applicable)
Invoice No: INV-2025-0047
Issue Date: Mar 12, 2025
Due Date: Mar 19, 2025 (Net 7)
DESCRIPTION QTY RATE LINE TOTAL
HVAC spring maintenance (Unit 2) 1 $240.00 $240.00
Condenser cleaning + filter 1 $85.00 $85.00
Travel (within city) 1 $15.00 $15.00
Subtotal: $340.00
Tax (HST 13%): $44.20
TOTAL DUE: $384.20
Payment:
Pay securely by card: https://pay.yourlink.com/INV-2025-0047
(Alternative) EFT: Bank • Routing/Institution • Account
Notify payment: accounts@yourbiz.com
Terms: Net 7. Late payments may incur 1.5% monthly fee where permitted by law.
Thank you for your business!
Email subject lines & body copy that get paid
Email subject lines & body copy that get paid
Subject options:
Invoice INV-2025-0047 — Due Mar 19
Action needed: Invoice for [Project/PO 5416-A]
Payment link inside — [Your Business]
Body example:
Hi [Name],
Attached is Invoice INV-2025-0047 for [brief description].
Total: $384.20 Due: Mar 19
Pay securely here: https://pay.yourlink.com/INV-2025-0047
Let me know if you need a PO reference or vendor form. Thanks!
Short, specific, and includes the link near the top.
Subject options:
Invoice INV-2025-0047 — Due Mar 19
Action needed: Invoice for [Project/PO 5416-A]
Payment link inside — [Your Business]
Body example:
Hi [Name],
Attached is Invoice INV-2025-0047 for [brief description].
Total: $384.20 Due: Mar 19
Pay securely here: https://pay.yourlink.com/INV-2025-0047
Let me know if you need a PO reference or vendor form. Thanks!
Short, specific, and includes the link near the top.
Polite reminder schedule (that actually works)
Polite reminder schedule (that actually works)
Day 0 (sent): Include pay link and due date.
Day −1 (one day before due): “Friendly reminder, due tomorrow.”
Day +2: “Looks like this is past due; here’s the link again.”
Day +7: “Overdue notice, late fee may apply starting [date] per terms.”
Day +14: Escalate to your contact’s manager or AP team if needed.
Automating reminders saves you from awkward chasing and keeps tone neutral.
Day 0 (sent): Include pay link and due date.
Day −1 (one day before due): “Friendly reminder, due tomorrow.”
Day +2: “Looks like this is past due; here’s the link again.”
Day +7: “Overdue notice, late fee may apply starting [date] per terms.”
Day +14: Escalate to your contact’s manager or AP team if needed.
Automating reminders saves you from awkward chasing and keeps tone neutral.
Common invoice mistakes (and easy fixes)
Common invoice mistakes (and easy fixes)
Missing PO or job ref → Ask before you start; add it to the header.
Vague line items → Add two-line descriptions; Accounting needs clarity.
Wrong email recipient → Confirm the AP inbox and CC your contact.
No payment link → Every extra step (logging into a portal) lowers conversion.
Late-night paperwork → Invoice on site while the job is fresh (photos + signature).
Inconsistent numbering → Choose a format and never break it.
Missing PO or job ref → Ask before you start; add it to the header.
Vague line items → Add two-line descriptions; Accounting needs clarity.
Wrong email recipient → Confirm the AP inbox and CC your contact.
No payment link → Every extra step (logging into a portal) lowers conversion.
Late-night paperwork → Invoice on site while the job is fresh (photos + signature).
Inconsistent numbering → Choose a format and never break it.
Industry examples (quick patterns you can copy)
Industry examples (quick patterns you can copy)
Home services (on-site):
Use deposit + completion invoices. Include before/after photos and a signed note that the job is complete.
Payment terms: Due upon receipt works best on small tickets.
Freelancers/creatives:
Use milestones: 30% start, 40% mid, 30% final.
Add a change order line item for out-of-scope requests.
Contractors/subs:
Reference work orders and site addresses.
Attach time sheets, materials lists, and permit numbers.
Property managers/vendors:
Batch invoices by property or owner, include unit numbers and ticket IDs.
Provide a CSV/PDF bundle for back-office import.
Missing PO or job ref → Ask before you start; add it to the header.
Vague line items → Add two-line descriptions; Accounting needs clarity.
Wrong email recipient → Confirm the AP inbox and CC your contact.
No payment link → Every extra step (logging into a portal) lowers conversion.
Late-night paperwork → Invoice on site while the job is fresh (photos + signature).
Inconsistent numbering → Choose a format and never break it.
Home services (on-site):
Use deposit + completion invoices. Include before/after photos and a signed note that the job is complete.
Payment terms: Due upon receipt works best on small tickets.
Freelancers/creatives:
Use milestones: 30% start, 40% mid, 30% final.
Add a change order line item for out-of-scope requests.
Contractors/subs:
Reference work orders and site addresses.
Attach time sheets, materials lists, and permit numbers.
Property managers/vendors:
Batch invoices by property or owner, include unit numbers and ticket IDs.
Provide a CSV/PDF bundle for back-office import.
Missing PO or job ref → Ask before you start; add it to the header.
Vague line items → Add two-line descriptions; Accounting needs clarity.
Wrong email recipient → Confirm the AP inbox and CC your contact.
No payment link → Every extra step (logging into a portal) lowers conversion.
Late-night paperwork → Invoice on site while the job is fresh (photos + signature).
Inconsistent numbering → Choose a format and never break it.
How to write (and send) an invoice in seconds on iPhone with Invoice Bear
How to write (and send) an invoice in seconds on iPhone with Invoice Bear
You can do everything above with a few taps—no laptop, no midnight admin.
1) Create the invoice
Open Invoice Bear → New Invoice → your logo and business details autofill. Select the client (or add quickly from Contacts).
2) Add the work
Choose line items from your pricebook (e.g., “Leak repair,” “Filter replacement”) or add custom text. Set quantity/time/units and taxes (GST/HST/QST) where needed.
3) Add deposit or milestone
Tap Add deposit (e.g., 50%) or split into milestones (30/40/30). The app calculates totals for you.
4) Collect a signature & photos (optional)
Attach job photos and capture a client signature on the spot—attachments live with the invoice.
5) Set terms & send
Select Due upon receipt/Net 7/Net 15, add any late-fee message, then tap Send to email or SMS a payment link. If you’re face-to-face, use Tap to Pay right on your phone.
6) Get paid & track it
You’ll see “Payment received” instantly, and the dashboard updates daily / monthly / yearly totals so you can measure progress at a glance. Reminders go out automatically if the deadline passes.
You can do everything above with a few taps—no laptop, no midnight admin.
1) Create the invoice
Open Invoice Bear → New Invoice → your logo and business details autofill. Select the client (or add quickly from Contacts).
2) Add the work
Choose line items from your pricebook (e.g., “Leak repair,” “Filter replacement”) or add custom text. Set quantity/time/units and taxes (GST/HST/QST) where needed.
3) Add deposit or milestone
Tap Add deposit (e.g., 50%) or split into milestones (30/40/30). The app calculates totals for you.
4) Collect a signature & photos (optional)
Attach job photos and capture a client signature on the spot—attachments live with the invoice.
5) Set terms & send
Select Due upon receipt/Net 7/Net 15, add any late-fee message, then tap Send to email or SMS a payment link. If you’re face-to-face, use Tap to Pay right on your phone.
6) Get paid & track it
You’ll see “Payment received” instantly, and the dashboard updates daily / monthly / yearly totals so you can measure progress at a glance. Reminders go out automatically if the deadline passes.
Advanced tips that separate pros from amateurs
Advanced tips that separate pros from amateurs
Pricebook & templates: Save your most common services with descriptions, photos, and standard rates. Your future self will thank you.
Estimate → invoice link: Keep a consistent naming convention so estimates and invoices match for audits (e.g., EST-2025-0127 → INV-2025-0127).
Short payment window for small jobs: Net 7 or Due on Receipt gets you paid faster without seeming pushy.
Early pay incentive: Consider 1–2% discount if paid within 3–5 days for larger invoices (only if margins allow).
Notes section power-ups: Warranty window, “what to do if issues,” and a friendly line like “Thanks for choosing a local business.”
Keep deposits the default: Particularly for emergencies or custom-order materials.
Bilingual invoices (if relevant): If you serve French/English markets, present both languages to reduce back-and-forth.
Pricebook & templates: Save your most common services with descriptions, photos, and standard rates. Your future self will thank you.
Estimate → invoice link: Keep a consistent naming convention so estimates and invoices match for audits (e.g., EST-2025-0127 → INV-2025-0127).
Short payment window for small jobs: Net 7 or Due on Receipt gets you paid faster without seeming pushy.
Early pay incentive: Consider 1–2% discount if paid within 3–5 days for larger invoices (only if margins allow).
Notes section power-ups: Warranty window, “what to do if issues,” and a friendly line like “Thanks for choosing a local business.”
Keep deposits the default: Particularly for emergencies or custom-order materials.
Bilingual invoices (if relevant): If you serve French/English markets, present both languages to reduce back-and-forth.
Ready to invoice like a pro?
Ready to invoice like a pro?
Now you know how to write an invoice that gets paid quickly: clear line items, unmissable totals, simple terms, and a friction-free payment link—ideally sent before you leave the job site.
If you want the fastest, cleanest way to do this from your phone, try the Invoice Bear iOS app.
Create estimates, convert to invoices, collect deposits, send payment links (or Tap to Pay), and track daily / monthly / yearly revenue in one place. Less admin, more cash in your account.
Download Invoice Bear for iPhone and send your next invoice in under 60 seconds.
Now you know how to write an invoice that gets paid quickly: clear line items, unmissable totals, simple terms, and a friction-free payment link—ideally sent before you leave the job site.
If you want the fastest, cleanest way to do this from your phone, try the Invoice Bear iOS app.
Create estimates, convert to invoices, collect deposits, send payment links (or Tap to Pay), and track daily / monthly / yearly revenue in one place. Less admin, more cash in your account.
Download Invoice Bear for iPhone and send your next invoice in under 60 seconds.
Frequently asked questions
How do I get Invoice Bear?
What payment methods are available to my customers?
Can I still document an invoice in Invoice Bear if it’s paid in another method?
Is there a free trial available?
Frequently asked questions
How do I get Invoice Bear?
What payment methods are available to my customers?
Can I still document an invoice in Invoice Bear if it’s paid in another method?
Is there a free trial available?
Frequently asked questions
How do I get Invoice Bear?
What payment methods are available to my customers?
Can I still document an invoice in Invoice Bear if it’s paid in another method?
Is there a free trial available?