How to Write an Invoice (Step by Step)
A professional invoice gets paid faster than a messy one. Here is exactly what to include, how to format it, and how to follow up if the client does not pay on time.
What every invoice must include
A unique identifier for every invoice — INV-0001, INV-0002, and so on. This makes it easy to reference specific invoices in communication and keeps your records organised.
The date the invoice was issued. This determines when payment terms begin.
Your name or business name, address, email, and phone number. If you are VAT registered, include your VAT number.
The name, company, and address of the person or business you are billing.
Be specific. Not "design work" — "Logo design including 3 concepts, 2 rounds of revisions, and final files in SVG, PNG, and PDF formats." The more specific you are, the harder it is to dispute.
The cost of each service, any applicable taxes, and the total amount due. If billing multiple services, list each line item separately.
When payment is due — Net 7, Net 14, Net 30, or due on receipt. State this clearly so there is no ambiguity.
How you accept payment — bank transfer details, PayPal, Stripe link. The easier you make it to pay, the faster you get paid. A direct payment link is always better than bank transfer details.
Invoice example
Payment terms explained
What to do if the client does not pay
Send a reminder at day 3, day 7, and day 14 after the due date. Keep the tone professional and include the payment link in every message. If you use Becflow, these reminders fire automatically — you never have to write "just following up" again.
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Becflow creates branded invoices with payment links and sends automatic reminders until the client pays.
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