How to make an invoice that gets paid

An invoice needs specific details to be processed. Missing one is the commonest reason payment is delayed.

Most late payments are not disputes. They are invoices that could not be processed because something was missing, sitting in an inbox while nobody chases them.

What every invoice needs

• The word "Invoice" — so it is not filed as a quote.
• A unique invoice number. Sequential. Accounts departments key on it.
• The date, and the due date as an actual date, not "30 days".
• Your details including any company or tax registration number.
• Their details, the legal entity name, not the trading name.
• A clear description of what was supplied.
• Amounts, with tax shown separately.
• Payment details — the account to pay into.

Step-by-step

1. Fill in both parties' details.
2. Add line items.
3. Set the tax rate if applicable.
4. Download the PDF and send it.

Getting paid faster

Put a real due date on it. "Net 30" requires arithmetic and invites delay; a date does not.

Include their purchase order number if they use them. Many finance systems will not pay without it, and nobody will tell you — the invoice simply sits there.

Send it to accounts payable, not only to your contact. Your contact forwards it eventually.

Invoice promptly. An invoice sent six weeks after the work joins a queue behind everyone who was quicker.

Frequently asked questions

Is my invoice data uploaded?

No. Everything stays in your browser and the PDF is generated there.

What is the commonest reason an invoice is not paid on time?

A missing purchase order number, or the invoice going only to your contact rather than to accounts payable. Both leave it sitting unprocessed rather than disputed.

Do I need to show tax separately?

If you are registered for VAT or sales tax, yes, along with your registration number. Requirements vary by country, so check what applies where you trade.