How to Write an Invoice
This guide covers:
➡ What is an invoice?
➡ What should I include?
➡ Examples (with annotations)
➡ Top tips!
Written by: Shae Myles
Edited by: Shae Myles
If you want to put this support guide into practice, we’ve developed an invoicing toolkit! Check it out here.
Introduction
An invoice is a document that you send out to list the materials or services you have provided for a client. They are very simple to set out, and should be expected by everyone you carry out work for.
We’ve put together two different examples of varying layouts and invoice types (one for expenses/materials, and one for hours worked, but you can combine both if necessary).
There’s lots of different templates and supporting information online, but feel free to get in touch with us if you have any questions!
Part One: What should I include?
▢ Your name and contact details
▢ FAO (For the attention of - who the invoice is being sent to)
▢ Project title
▢ Invoice Number (this is mainly for your own records)
▢ Date (of sending)
▢ Payable by date (include this if it was outlined in your contract or in any correspondence prior to you carrying out the work
▢ A short message (I usually make this a sentence or two max)
▢ A breakdown of the costs
▢ Subtotal you are invoicing for
▢ Your bank details
Part Two: Examples
I’ve included a blank example so you can clearly see the structure and what is needed, as well as an annotated version too. Below is the template for materials only.
Next is the template for hours worked:
Part Three: Overall tips
How should it look?
You can keep it super simple like the examples seen above, but I like to match it to the rest of my correspondence (portfolio, CV, website etc.) You can do this by formatting these things in a similar way, through colour palettes, fonts, and adding your logo. Play around with this, personally I like to try and strike a balance between being unique to me and my brand, and being professional.
Organisation:
I like to keep all my invoices in a folder on my laptop, and backed up in a Google Drive folder too. I save the PDF in the format InvoiceNumber_Date (e.g. 017_01.02.22) so that I can find them easily in terms of the number as well as the date (this comes in helpful when I’m doing my Tax Return!) You could also add the client name too, depending on what works for you!
When you send the invoice to your client, do so in a new, separate email. Include the invoice number in the subject of the email. This will ensure you are able to find it super easily whenever you need it!
Saving time:
With most of my documents that I use frequently, or have a certain formatting to them, it’s so important that you have a template or editable copy handy. It’ll save so much time - whether this is a pages document, or a PSD, being able to update and alter your invoices is crucial.
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Invoices are super boring but suuuuper necessary. We really hope this was helpful to you!
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Remember these are some tips to get you started, and that we’re both learning and growing with you! If you think we missed anything in this guide, just let us know!
Lots n lots of luv,
Shae and Georgia xo