Remember These 8 Rules Before Sending Out Your Next Invoice

Before you issue your next invoice, be sure all the parts
are complete.
1. Seller info: The source of the invoice should be clear
and include your company's name, address and
telephone number. The latter is important so the
customer can immediately call with questions about the
bill. If there's a separate number for customer service,
include that, too.
Related: 5 Ways to Get Paid Faster
2. Customer info: Be sure your invoice includes your
customer's full company name and address. It's also a
good idea to note the individual contact who placed the
order or authorized the purchase with your firm in case
there are any questions about the invoice.
3. Invoice number: Generate individual invoice numbers
not only for your own accounting purposes, but also to
help customers find the correct document and track it
through their bookkeeping systems.
4. Date and terms: The invoice should have a clear date
of issue and note the terms of payment. For example,
the invoice may be due in 30 days or may be paid at a 1
percent discount if remitted within 10 days.
5. Quantity, description and price: Each invoice line
should state the quantity of goods or services
purchased, whether it's a case count of items or the
number of hours billed; also include the per-unit price.
Alternatively, state if the customer is being charged a
flat rate for services or for a bundle of goods and
services. If the invoice is related to a purchase order
from the customer, include the number of that order.
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Business Success
6. Tax, handling charges and other add-ons: Any taxes,
fees, handling charges and other additions to the invoice
should be clearly itemized. The invoice should also have
a total of all line items at the bottom with a notation to
indicate that number is the total sum owed.
7. Tax ID: For some operations, such as child-care
agencies or nonprofit organizations, it is customary to
include a tax identification number (TIN) on invoices.
8. Make it even better: Consider adding a message box
to your invoice template. There, you can thank
customers for their business, note important account
information or include details on seasonal promotions.