How to Write an Invoice: Step-by-Step Guide with Examples
Learn how to write an invoice professionally. Step-by-step guide on how to write a painting invoice and invoices for any business, with examples and best practices.
How to Write an Invoice: Step-by-Step Guide with Examples
Learning how to write an invoice is one of the most important skills for any business owner or freelancer. Whether you're figuring out how to write a painting invoice, an invoice for consulting services, or any other type of invoice, the fundamentals are the same.
This comprehensive guide will teach you how to write an invoice step-by-step, provide examples for different industries (including how to write a painting invoice), and share best practices to ensure you get paid quickly and professionally.
How to Write an Invoice: Overview
Writing a professional invoice doesn't have to be complicated. At its core, learning how to write an invoice means creating a clear document that tells your client:
- What work you did or products you provided
- How much they owe
- When payment is due
- How to pay you
Step-by-Step: How to Write an Invoice
Follow these steps to write a professional invoice:
Step 1: Include Your Business Information
Start with your business details at the top of the invoice:
What to Include:
- Business name (or your name if freelance)
- Business address
- Phone number
- Email address
- Website (optional)
- Tax ID or business registration number (if applicable)
Example:
John's Painting Services
123 Main Street
Anytown, ST 12345
Phone: (555) 123-4567
Email: john@johntspaintingservices.com
Step 2: Include Client Information
Add your client's details:
What to Include:
- Client name or business name
- Client address
- Contact person (if business)
- Phone number or email (optional)
Example:
Bill To:
ABC Company
456 Business Ave
Anytown, ST 12345
Attn: Jane Smith
Step 3: Add Invoice Details
Include essential invoice information:
What to Include:
- Invoice number (unique identifier)
- Invoice date
- Due date
- Payment terms
- PO number (if client provided one)
Example:
Invoice Number: INV-2024-001
Invoice Date: January 15, 2024
Due Date: February 14, 2024
Payment Terms: Net 30
PO Number: PO-2024-12345
Step 4: Describe Services or Products
List what you're billing for:
What to Include:
- Description of each service or product
- Quantity (hours, units, etc.)
- Rate or unit price
- Line total for each item
Example Table Format:
Description Qty Rate Total
─────────────────────────────────────────────────────
Painting Services - Exterior 20 hrs $45/hr $900
Paint & Supplies 1 $250 $250
Prep Work 8 hrs $35/hr $280
─────────────────────────────────────────────────────
Subtotal $1,430
Tax (8%) $114.40
─────────────────────────────────────────────────────
Total Due $1,544.40
Step 5: Calculate Totals
Show clear calculations:
What to Include:
- Subtotal (sum of all line items)
- Taxes (if applicable)
- Discounts (if any)
- Final total
Step 6: Add Payment Instructions
Tell clients how to pay:
What to Include:
- Accepted payment methods
- Where to send payment
- Payment address (if check)
- Payment portal or link (if online)
- Account details (if bank transfer)
Example:
Payment Methods Accepted:
- Check (mail to address above)
- Bank Transfer (details provided separately)
- Online Payment (link: [payment link])
Please reference invoice number when making payment.
Step 7: Include Terms and Notes
Add any additional information:
What to Include:
- Payment terms explanation
- Late payment fees (if applicable)
- Thank you message
- Special notes or instructions
Example:
Payment Terms: Net 30. Payment is due within 30 days of invoice date.
Late fees: 1.5% per month on overdue amounts.
Thank you for your business!
Notes: All work completed per quote #Q-2024-001
How to Write an Invoice: Complete Example
Here's a complete example of how to write an invoice:
┌─────────────────────────────────────────────────────────┐
│ JOHN'S PAINTING SERVICES │
│ 123 Main Street │
│ Anytown, ST 12345 │
│ Phone: (555) 123-4567 │
│ Email: john@johntspaintingservices.com │
│ │
│ INVOICE │
│ │
│ Invoice Number: INV-2024-001 │
│ Invoice Date: January 15, 2024 │
│ Due Date: February 14, 2024 │
│ Payment Terms: Net 30 │
│ │
│ Bill To: │
│ ABC Company │
│ 456 Business Ave │
│ Anytown, ST 12345 │
│ Attn: Jane Smith │
│ │
│ ───────────────────────────────────────────────────── │
│ │
│ Description Qty Rate Total │
│ ───────────────────────────────────────────────────── │
│ Interior Painting - Living Room │
│ (Priming, 2 coats paint) 16 hrs $45/hr $720 │
│ │
│ Interior Painting - Bedroom │
│ (Priming, 2 coats paint) 12 hrs $45/hr $540 │
│ │
│ Paint & Supplies 1 $280 $280 │
│ │
│ Prep Work (sanding, patching) 4 hrs $35/hr $140 │
│ │
│ ───────────────────────────────────────────────────── │
│ Subtotal $1,680 │
│ Tax (8%) $134.40 │
│ ───────────────────────────────────────────────────── │
│ Total Due $1,814.40 │
│ │
│ ───────────────────────────────────────────────────── │
│ │
│ Payment Methods: │
│ - Check (mail to address above) │
│ - Bank Transfer (contact for details) │
│ │
│ Please reference invoice number when making payment. │
│ │
│ Payment Terms: Net 30. Payment due within 30 days. │
│ Late fees: 1.5% per month on overdue amounts. │
│ │
│ Thank you for your business! │
│ │
│ Notes: All work completed per quote #Q-2024-001 │
└─────────────────────────────────────────────────────────┘
How to Write a Painting Invoice: Specific Example
If you're a painter, here's how to write a painting invoice with industry-specific details:
Key Elements for Painting Invoices:
-
Detailed Service Descriptions
- Specific rooms or areas painted
- Type of paint used (if relevant)
- Number of coats
- Prep work included
-
Labor Breakdown
- Hours for different tasks
- Different rates for different work (prep vs. painting)
- Multiple painters if applicable
-
Materials
- Paint costs
- Supplies (brushes, rollers, drop cloths, etc.)
- Primer costs
- Cleanup supplies
-
Project Details
- Square footage (if relevant)
- Number of rooms
- Special work (trim, ceilings, etc.)
Example: How to Write a Painting Invoice for Painting Services
INVOICE
Invoice Number: INV-2024-002
Date: January 20, 2024
Due Date: February 19, 2024
Bill To:
Smith Residence
789 Home Street
Anytown, ST 12345
─────────────────────────────────────────────────────────
Services:
Exterior House Painting
- Main house (1,500 sq ft) 32 hrs $45/hr $1,440
- Trim & shutters 8 hrs $50/hr $400
- Front door 2 hrs $45/hr $90
Materials:
- Exterior paint (30 gallons) 30 gal $35/gal $1,050
- Primer (5 gallons) 5 gal $28/gal $140
- Paint supplies (brushes, rollers) 1 $85 $85
- Prep supplies (sandpaper, tape) 1 $45 $45
Total Labor: 42 hrs $1,930
Total Materials: $1,320
─────────────────────────────────────────────────────────
Subtotal: $3,250
Tax (8%): $260
─────────────────────────────────────────────────────────
Total Due: $3,510
─────────────────────────────────────────────────────────
Payment Terms: Net 30
Payment Methods: Check or Bank Transfer
Thank you for choosing John's Painting Services!
Notes: All work completed per estimate dated 12/15/2023.
Work completed 1/15/2024 - 1/18/2024.
How to Write an Invoice: Industry-Specific Tips
For Service-Based Businesses:
Include:
- Hours worked by task
- Hourly rates
- Travel time (if applicable)
- Consultation vs. implementation time
Example:
Consultation - Project Planning 3 hrs $150/hr $450
Implementation - Service Delivery 12 hrs $125/hr $1,500
Travel Time 2 hrs $50/hr $100
For Product-Based Businesses:
Include:
- Product SKUs or names
- Quantities
- Unit prices
- Shipping costs (separate line)
Example:
Product A - Widget Model X 10 $25 $250
Product B - Widget Model Y 5 $40 $200
Shipping & Handling 1 $15 $15
For Freelancers:
Include:
- Project phases or milestones
- Specific deliverables
- Hourly or project-based pricing
Example:
Website Design - Homepage 1 $800 $800
Website Development - 5 pages 5 $200 $1,000
Content Writing - 3 blog posts 3 $150 $450
How to Write an Invoice: Best Practices
Follow these best practices when writing invoices:
1. Be Clear and Specific
- Use detailed descriptions
- Avoid vague terms like "services" or "work"
- Be specific about what was done
- Include relevant details
2. Use Professional Formatting
- Clean, organized layout
- Easy to read
- Consistent formatting
- Professional appearance
3. Include All Essential Information
- Don't miss required fields
- Include payment instructions
- Add contact information
- Provide invoice number
4. Make Math Clear
- Show calculations
- Display line totals
- Show subtotals
- Display final total prominently
5. Set Clear Payment Terms
- Specify when payment is due
- Explain payment methods
- Include late fee terms (if applicable)
- Make terms easy to understand
6. Reference Previous Agreements
- Reference quotes if applicable
- Link to purchase orders
- Reference contracts if relevant
- Maintain document connection
7. Be Timely
- Send invoices promptly
- Don't delay billing
- Set up regular billing schedule
- Follow up on overdue payments
How to Write an Invoice: Common Mistakes to Avoid
Avoid these mistakes when writing invoices:
Mistake 1: Missing Essential Information
Problem: Forgetting invoice number, dates, or payment terms
Solution: Use a checklist to ensure all required fields are included
Mistake 2: Unclear Descriptions
Problem: Vague descriptions like "services" or "work"
Solution: Be specific - "Interior Painting - Living Room (2 coats)"
Mistake 3: Math Errors
Problem: Incorrect calculations or totals
Solution: Double-check all math or use invoicing software
Mistake 4: Unprofessional Appearance
Problem: Sloppy formatting or unclear layout
Solution: Use templates or invoice software for consistent formatting
Mistake 5: Missing Payment Instructions
Problem: Client doesn't know how or where to pay
Solution: Include clear payment instructions and methods
Mistake 6: No Invoice Number
Problem: Hard to track and reference invoices
Solution: Always include unique invoice numbers
Mistake 7: Delayed Invoicing
Problem: Waiting too long to send invoice
Solution: Send invoices promptly after work completion
How to Write an Invoice: Digital Tools
Modern tools make learning how to write an invoice easier:
Invoice Templates:
- Professional formatting
- Pre-structured layouts
- Easy to customize
- Free or low cost
Invoice Software:
- Automatic calculations
- Professional templates
- Payment tracking
- Reminder systems
Online Invoice Builders:
- No software installation
- Cloud-based access
- Professional results
- Easy to use
Recommendation: Use our free invoice builder to create professional invoices easily.
How to Write a Painting Invoice: Specific Tips
If you're specifically learning how to write a painting invoice, consider these tips:
1. Break Down by Room or Area
- List each room or area separately
- Makes it clear what was painted
- Easier for clients to understand
- Helps with any disputes
2. Separate Labor and Materials
- Show labor costs separately
- Show material costs separately
- Makes pricing transparent
- Easier to adjust if needed
3. Include Prep Work
- Don't forget prep work
- Sanding, patching, priming
- Cleanup time
- These are billable services
4. Specify Paint Details
- Number of coats
- Type of paint (if relevant)
- Brand or quality level
- Special finishes
5. Note Special Circumstances
- Difficult access areas
- High ceilings
- Furniture moving
- Special prep required
How to Write an Invoice: Invoice Numbering
Proper invoice numbering is important:
Numbering Systems:
- Sequential: INV-001, INV-002, INV-003
- Date-based: INV-2024-001, INV-2024-002
- Client-based: INV-CLIENT-001
- Project-based: INV-PROJECT-001
Best Practices:
- Use consistent format
- Never reuse numbers
- Include year for organization
- Keep sequential order
How to Write an Invoice: Payment Terms
Setting clear payment terms is crucial:
Common Payment Terms:
- Due on Receipt / Net 0 - Payment due immediately
- Net 15 - Payment due in 15 days
- Net 30 - Payment due in 30 days (most common)
- Net 60 - Payment due in 60 days
- 2/10 Net 30 - 2% discount if paid in 10 days, otherwise due in 30
Choosing Payment Terms:
- Consider your cash flow needs
- Match industry standards
- Consider client payment cycles
- Balance your needs with client expectations
How to Write an Invoice: Including Taxes
When learning how to write an invoice, understand tax requirements:
Sales Tax:
- Check if you need to collect sales tax
- Know your tax rate
- Apply to taxable items only
- Some services may be exempt
Tax Calculation:
- Calculate on subtotal
- Show tax as separate line
- Display tax-exempt items clearly
- Include tax ID if required
How to Write an Invoice: Following Up
After sending an invoice:
Follow-Up Schedule:
- Send invoice promptly
- Remind 3-5 days before due date
- Follow up 3-5 days after due date
- Escalate if payment remains overdue
Professional Follow-Up:
- Be polite and professional
- Reference invoice number
- Provide payment link if available
- Offer payment plans if needed
How to Write an Invoice: Frequently Asked Questions
How do I write my first invoice?
Start with a template or invoice builder. Include your business info, client info, invoice number, dates, description of work, amounts, totals, and payment instructions.
What information is required on an invoice?
Required information typically includes: business name and address, client name and address, invoice number, invoice date, due date, description of services/products, quantities, rates, totals, and payment terms.
How do I write an invoice for services?
List each service separately with description, hours (if time-based), rate, and total. Include all services provided, calculate subtotal, add taxes if applicable, and show final total.
How to write a painting invoice specifically?
Include room-by-room breakdown, labor hours with rates, paint and supply costs separately, prep work as separate line items, and any special circumstances. Be detailed about what was painted.
Can I write an invoice by hand?
You can, but typed invoices look more professional and are easier to track. Digital invoices are preferred for most businesses.
How do I number invoices?
Use a consistent system like INV-001, INV-002 or INV-2024-001, INV-2024-002. Never reuse numbers and maintain sequential order.
What payment terms should I use?
Common terms are Net 30 (payment due in 30 days). Choose based on your cash flow needs and industry standards. Net 15 is good for faster payment.
Do I need to include taxes on invoices?
If you're required to collect sales tax, yes. Check your local tax requirements. Some services may be tax-exempt.
How long should I wait before following up on an invoice?
Send a reminder 3-5 days before the due date, then follow up 3-5 days after the due date if payment hasn't been received.
What if I make a mistake on an invoice?
Issue a corrected invoice with a new invoice number, or issue a credit note to correct the error. Don't just cross out and rewrite.
Conclusion: How to Write an Invoice
Learning how to write an invoice is a fundamental business skill. Whether you're figuring out how to write a painting invoice or an invoice for any other service or product, the key principles are the same: be clear, be professional, include all essential information, and make it easy for clients to pay you.
Remember these key points when learning how to write an invoice:
- Include all essential information (business details, client details, invoice number, dates)
- Describe services/products clearly and specifically
- Show calculations clearly (quantities, rates, totals)
- Set clear payment terms and instructions
- Use professional formatting
- Send invoices promptly
- Follow up professionally on overdue payments
Using tools like invoice templates or invoice builders can make the process easier and ensure your invoices look professional. Start with our free invoice builder to see how simple creating professional invoices can be.
Ready to start writing professional invoices? Use our free invoice templates or try our invoice builder to create invoices that get you paid faster.