How to Create an Invoice: A Step-by-Step Guide (2026)

Before you start

Gather three things: your business details, the client's legal billing details, and an agreed scope with prices. Ninety percent of late payments trace back to a disagreement about one of those three, not to the invoice itself.

Step 1 — Pick a template

Choose a layout that matches how your client files paperwork. Enterprise clients prefer the Corporate layout; creative clients respond well to Modern or Creative.

Step 2 — Add your business identity

Upload your logo, then add your legal business name, address, email, phone and tax registration number. If you trade under a different name to your registered one, show both.

Step 3 — Add the client

Bill the legal entity, include an attention line for the person approving payment, and add their purchase order number if they use one.

Step 4 — Set the invoice number and dates

Use your sequential number, today's date as the issue date, and a due date that matches your agreed terms. "Due on receipt" is legitimate but Net 14 or Net 30 is more common.

Step 5 — Itemise the work

Write descriptions your client can approve without asking you a question. "Website redesign — homepage and 4 inner pages, phase 1 of 2" beats "Design work".

Step 6 — Apply tax, discounts and shipping

Apply discounts before tax unless local rules say otherwise, then apply the correct tax rate. If you are not registered for tax, say so explicitly so the client does not try to reclaim it.

Step 7 — Add payment terms and notes

State accepted payment methods, bank details, any late-payment interest, and a short thank-you. A polite note measurably improves payment speed.

Step 8 — Download and send

Export as PDF (never an editable document), name the file Invoice-2026-0041-ClientName.pdf, and email it directly to accounts payable with the invoice number in the subject line.

Do it now

Our free invoice generator walks through every step above with a live preview and instant PDF download.