1. Confirm what you are billing for
Check the accepted quote, estimate or agreement before writing the invoice. Match the work, price and payment schedule to that agreement. If the client needs a purchase order or project reference, ask for it before sending.
- For hourly work, check the billable hours and agreed rate.
- For a fixed project, name the deliverables or completed milestone.
- If a deposit was already paid, make the remaining amount clear rather than charging the full price again.
2. Add your details and the client’s billing details
Use the business or person who should receive payment as the seller. Add the client’s billing name and address, not just the name of your day-to-day contact. Include a contact email so the client can resolve a question.
- Business or seller name and contact details
- Client billing name and address
- Relevant project or purchase order reference
- Any registration or tax details required for your situation
3. Give the invoice a number and dates
Use a number that is not already assigned to another invoice. Add the issue date and the agreed payment due date. If the date of the work differs from the issue date, include the service period in the description or notes.
4. Describe the work and check the total
Write descriptions the client can match to the agreed work. Show quantities and rates where useful. Check the currency, any discount and the tax treatment that applies to your business. Invio calculates the amounts you enter; it does not decide whether you should charge tax.
Worked example in USD Invoice: INV-0042 From: North Studio Bill to: Cedar Workshop Issued: September 5, 2026 Due: September 19, 2026 Brand identity design — agreed final deliverables: 1 × $1,200.00 Final file preparation and handover: 1 × $300.00 Subtotal: $1,500.00 Discount: $0.00 Tax entered for this example: $0.00 Total: $1,500.00
5. Tell the client when and how to pay
Put the due date, accepted payment method and necessary payment details together. Include the invoice number as a reference so a payment can be matched to the document. Agree the payment window with the client; copying a term into an invoice is not a substitute for that agreement.
6. Preview the PDF and send it to the right person
Preview the completed page before downloading. Open the PDF and check the client, descriptions, total and payment details. Attach it to an email or upload it to the client’s billing portal. The web generator downloads a file; it does not email the invoice for you.
Subject: Invoice [number] for [project] Hi [name], Attached is invoice [number] for [work or milestone], totaling [amount and currency]. Payment is due by [date] using the details on the invoice. Please let me know if your billing team needs any additional reference. Thank you, [your name]
Before you send
Run through these checks once the final PDF is ready.
After you send the invoice
Keep a copy of the document and a record of when it was sent. Check payment against the invoice number before following up. For repeat work, Invio for iPhone can keep client details ready for the next invoice. Local invoice and tax requirements vary; this workflow is not a country-specific compliance checklist.