What to Include on an Invoice: The Complete Checklist
Use this checklist every time you invoice. Missing fields are the top reason invoices get bounced back by clients’ accounts departments.
Your details and your client’s details
Your business name, address, phone, and email go at the top. Add your tax registration number (VAT, GST, ABN, TRN) if you are registered. Then your client’s full legal name and billing address — invoices addressed to the wrong entity get rejected.
If you have a logo, include it. Branded invoices get paid faster in practice because they look established and are easier for clients to recognize in their inbox.
The invoice metadata
The word “Invoice” (or “Tax Invoice” where required), a unique invoice number, the issue date, and the payment due date. For services, include the service period or delivery date.
Reference numbers help too: the client’s purchase order number, your quote number, or the contract reference. These let the client match your invoice to their internal approvals instantly.
Line items, totals, and payment info
Each line needs a description, quantity, unit price, and total. Subtotal them, then show discounts, taxes, and the grand total as separate lines. Never bury tax inside the total — show it.
Close with payment instructions: bank details or a payment link, the accepted methods, and your payment terms (Net 14, due on receipt). Add a thank-you note and your contact for billing questions.
Frequently asked questions
Is a logo required on an invoice?
No, but it helps. Branded invoices look professional and are easier for clients to identify, which can speed up processing.
Do I need my tax number on every invoice?
If you are registered for VAT, GST or similar, yes — it is usually a legal requirement on tax invoices. Unregistered small businesses typically omit it.
Should I include bank details on the invoice?
Yes, if you accept bank transfers. Put them in the payment section so the client never has to ask.
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