How to write an invoice that gets paid

Rules differ by country, and some places require extra items such as a tax registration number. Check your local rules or ask your accountant. These items are a safe base almost everywhere:

• Your business name, address and contact details

• Your client’s name and address

• A unique invoice number (keep them in order, with no gaps)

• The invoice date and the payment due date

• A clear list of what you did or sold, with quantity and price per line

• Any tax, shown separately, and the total due

• How to pay: bank details, card link or both

Describe each line the way your client would. “Replaced kitchen tap, 2 hours” is clearer than a part number. Short, specific lines lead to fewer questions, and fewer questions mean faster payment.

Say when payment is due (for example 14 or 30 days) on the quote, on the invoice and in your emails. For larger jobs, ask for a deposit up front so both sides have committed before work begins.

The longer you wait, the longer you wait to be paid. Send the invoice while the job is fresh, by email or a link the client can open on a phone, and make the pay button obvious.

You can say the job out loud or photograph a bill, and tracks-it PDF writes the invoice for you to check. It numbers documents, adds your logo and tax details, emails the invoice with a pay link, and keeps track of what has been paid.

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