BIZLEDGER guide
What goes on a simple invoice: a checklist
A clear invoice gets paid sooner and prompts fewer questions. Legal requirements depend on your country and on what you sell, so use this as a starting checklist and confirm the rules with your tax authority or accountant.
The checklist
- The word Invoice and a unique invoice number.
- The issue date, and the supply date if it is different.
- Your name or business name and address.
- Your client's name and address.
- A line for each item or service, with quantity and unit price.
- The subtotal, the tax rate, the tax amount and the total.
- The currency.
- Payment terms: the due date and how to pay.
- A tax or VAT registration number, if you have one and your rules require it.
Numbering
Use a simple running sequence, such as 2026-001, 2026-002. A gap in the numbers invites questions, so if you cancel an invoice, keep it on file and mark it cancelled rather than reusing the number.
Dates and terms
Write the actual due date, not only 'net 30'. Say how you want to be paid and what a late payment will cost, if anything.
Check the totals
Most invoice disputes start with arithmetic. Add the lines, apply the tax, and check that net plus tax equals the total. The free calculator on this site shows each step.
Keep your copies
Keep every invoice you issue for as long as your country requires. Ask your accountant how long that is.
Common questions
Do I need to charge tax?
It depends on where you and your client are, what you sell and whether you are registered. Ask your tax authority or accountant. The calculator does the arithmetic once you know the rate.
Can I use a template?
Yes. A template is fine as long as every detail on it is correct for that invoice and meets the rules that apply to you.