What to Include on an Invoice: A Checklist for Freelancers
By Ali Hamza · Published · 5 min read
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A complete invoice includes: your business name and contact details, the client's details, a unique invoice number, the invoice date and due date, an itemised list of work with quantities and prices, subtotal, any tax and discount, the total due, and clear payment instructions. Missing any of these is the most common reason invoices get paid late.
Below is a checklist you can follow, then how to produce a clean PDF invoice with ToolMany's free Invoice Generator.
The invoice checklist
1. The word "Invoice" and a unique number
Label the document clearly as an invoice. A quote, estimate or receipt is a different thing. Give every invoice a unique, sequential number, such as INV-2026-0042. Accountants and tax authorities expect numbers that don't repeat or skip without explanation, and clients use the number when they pay.
2. Your details
Your business or trading name, address, email and phone number. If you're registered for VAT, GST or sales tax, include your registration number. In many countries it's legally required on tax invoices.
3. Your client's details
The client's company name, the person or department responsible for paying (often "Accounts Payable"), and their billing address. Large companies may also require a purchase order (PO) number. Ask for it before you invoice, because invoices without it are often sent back.
4. Dates
- Invoice date: the date you issue it.
- Due date: a specific date, such as "Due 15 June 2026", rather than "30 days". Specific dates reduce "we didn't notice" delays.
- Service period for ongoing work, for example "Design retainer, May 2026".
5. Itemised line items
List each piece of work or product on its own line, with a short description, quantity (hours, units or days), unit price and line total. "Website work: $2,400" invites questions; "Homepage design, 16 hrs × $150" doesn't.
6. Subtotal, tax, discounts and total
Show the arithmetic: subtotal, any discount (percentage or fixed amount), tax at the correct rate, and the total due in bold. State the currency, especially for international clients. "
quot; means different things in the US, Canada and Australia.7. Payment instructions
Tell the client exactly how to pay: bank name, account name, account number or IBAN, SWIFT/BIC for international transfers, or a payment link. Include the invoice number as the payment reference.
8. Terms and notes
Payment terms ("Net 15", "Net 30"), late fee policy if you have one, and a short thank-you note. Keep it brief and polite.
How to make an invoice with ToolMany
- Open the Invoice Generator. No account is needed.
- Sender tab: enter your business details and tax registration number.
- Client tab: add the client's details. You can save a client in your browser so their details fill in next time.
- Items tab: add line items with quantity and price. The tool calculates line totals, the subtotal, discount (percentage or fixed), tax and the grand total automatically.
- Terms tab: set the invoice number, dates, currency, payment instructions and notes.
- Pick one of four layouts (Modern, Minimal, Executive or Slate) and check the preview.
- Export. Choose PDF to open your browser's print dialog, then select "Save as PDF" as the destination. You can also export HTML, CSV or JSON for your records or accounting software.
The tool supports USD, EUR, GBP, PKR, INR, AED, SAR, AUD and CAD. Your draft is saved in your browser as you type, so an accidental refresh doesn't lose your work. Nothing is sent to a server.
Common invoicing mistakes
- Reusing or skipping invoice numbers. Keep a simple log: number, client, amount, date sent, date paid.
- Vague descriptions. If the client's finance team can't tell what they're paying for, they'll email the project manager, and payment waits.
- Wrong tax treatment. VAT reverse charge, GST place-of-supply rules and US sales tax vary by country and state. If you're unsure, ask an accountant before invoicing.
- No due date. "Payable on receipt" is often read as "whenever".
- Sending to the wrong person. Ask who processes invoices; it's rarely the person you work with day to day.
Adding a signature, logo or QR code
A logo and signature make an invoice look established, but neither is legally required in most countries. If you want them:
- Create a transparent signature image with the Signature Maker.
- Use a transparent logo PNG. Our guide on removing a white background from a logo shows how.
- Add a QR code that links to your online payment page with the QR Code Generator.
Invoice vs receipt: which one do you need?
An invoice asks for payment. A receipt confirms payment has been received. If a customer pays on the spot, in a shop or at the end of a job, give them a receipt instead. See how to write a receipt or cash memo and the Receipt & Cash Memo Maker.
Frequently asked questions
Do I need to register a business to send an invoice?
In many countries freelancers can invoice as individuals under their own name. Tax registration thresholds and rules differ by country, so check with your local tax authority or an accountant.
How do I number invoices?
Use a simple sequence that never repeats, such as INV-0001, INV-0002, or include the year: INV-2026-001. Keep one sequence for your whole business, not one per client.
Is a PDF invoice legally valid?
In most countries a PDF invoice containing the required details is accepted. Some countries have e-invoicing rules for certain businesses, so confirm with your accountant if you invoice large companies or government bodies.
Can I save my invoice and edit it later?
The Invoice Generator keeps your current draft in your browser. For permanent records, export a PDF and the JSON or CSV file, and store them in your own files.
Does ToolMany see my invoice details?
No. The invoice is built in your browser and exported to your device. ToolMany doesn't receive your business, client or payment details.
