What to include on an invoice
A missing detail can delay payment or make an invoice hard to reconcile. This checklist covers the essentials every invoice should have, the extras that make you look professional, and the items that depend on where you operate.
Try the Free Invoice GeneratorFree, no sign-up — build a PDF in minutes.The essentials
These appear on virtually every invoice:
- The word “Invoice” and a unique invoice number
- Your business name and contact details
- The client’s name and billing address
- Issue date and payment due date
- A description of each item or service, with quantity and rate
- Subtotal, any tax, and the total amount due
Recommended extras
Not strictly required, but they reduce back-and-forth and look professional:
- Payment terms (e.g. “Net 30”) so the due date is unambiguous
- Payment instructions — bank details or a payment link
- A PO or reference number if your client uses one
- Notes or short terms & conditions
- Your logo and brand colour
Depends on your situation
If you are registered for a sales tax such as VAT or GST, you will usually need to show your tax number and the tax charged on each applicable line. Some countries require specific wording or a sequential tax-invoice number. SafeKit lays out these fields for you, but which ones you legally need is determined by your local rules — treat this as a checklist, not tax or legal advice, and confirm the requirements for your country.