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To create an invoice, identify the rules that apply to your business and customer, then list both parties’ details, an invoice number, relevant dates, itemized work or goods, any applicable tax, the amount due, payment terms, and payment instructions. Exact legal requirements vary by location, tax registration, transaction, and customer; treat this as a practical checklist, not a universal legal form.
1. Check which invoice rules apply
Before drafting, establish where you and your customer are located, whether you are registered to collect tax, and whether the transaction or customer requires a particular invoice type or format. A regular invoice may not meet the rules for a VAT or GST tax invoice. A customer may also require a purchase-order number, service-period dates, or submission through a procurement portal.
For example, UK GOV.UK lists a unique identification number, supplier and customer names and addresses, a description, supply and invoice dates, amounts, VAT when applicable, and the total owed among the information required on an invoice. It also describes additional information for sole traders and limited companies. See GOV.UK’s invoice requirements.
Australian guidance distinguishes ordinary invoices from GST tax invoices. It says GST-registered businesses must use tax invoices and warns businesses that are not registered for GST not to label a document “tax invoice.” For Australian requirements and exceptions, consult business.gov.au and the Australian Taxation Office. These examples are jurisdiction-specific; do not assume they apply elsewhere.
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- Two-Part Carbonless Invoice Book: Each invoice book has 50 sets of invoices, each with a white/light yellow section, with the yellow section retained in the invoice book to maintain detailed records.
- Consecutively Numbered: Enlarged red 6-digit numbers in the upper right corner of each invoice receipt book help you quickly navigate through your orders.
- Wraparound Divider Flap: A thick folded cardboard divider is integrated into the back of each invoice book for use between each two-part sales order to prevent the written content from rubbing off on subsequent copies of the invoice, resulting in wasted invoices.
- 2 Packs/50 Sets (100 Sets Total): Each invoice book provides 50 sequentially numbered carbonless sets of 2 invoice books for long-term use.
- Customizable Space: Each invoice book for small business has space at the top to add a company seal or sticker.
2. Gather the details before you write
Confirm how the customer wants to be billed. Get the correct legal or billing name and address, the contact or accounts-payable details, and any purchase-order or account reference. Asking for these when the customer places the order can reduce delays from incorrect billing information; Australian government guidance recommends collecting customer details at order time.
Also collect the facts needed to describe the transaction accurately: what was supplied, when it was supplied, the quantities or hours, the agreed rates, and any discounts or expenses you are entitled to charge. Check the contract or order for agreed payment terms and any customer-specific invoice instructions.
Rank #2
- QUALITY INVOICES: Adams Invoice books provide a professional invoice or customer receipt; easily customize by using the extra space at the top and your company stamp
- 50-TWO PART CARBONLESS FORMS: Customers get the perforated white top copy; retain the yellow copy for your records
- WRAP-AROUND COVER: Fold the back cover between sets to keep invoices neat and legible
- CONSECUTIVELY NUMBERED: Large 6-digit numbers help you thumb through invoices quickly
- STOCK UP: Each book includes 50 white/canary sets; order several to keep your favorite forms on hand
3. Build the invoice
You can create an invoice in a document, spreadsheet, paper invoice book, or invoicing software. Whatever the format, make it easy to read and to match against the work, order, and payment. Include the following as a strong general practice, then check which details are legally required for your situation.
- Your business details: legal or trading name, address, and a way to contact you. Add registration or tax details required where you operate.
- Customer details: customer’s correct billing name and address, plus a purchase-order or account reference if required.
- Invoice identifier: a unique number or other consistent identifier so you can track the invoice and refer to it when following up.
- Dates: the issue date and, where relevant or required, the date or period the goods or services were supplied.
- Itemized charges: specific descriptions, quantities or hours, rates, and line totals. Name the work or goods delivered rather than using a vague label such as “services.”
- Amounts and tax: subtotal, any discount or other agreed charge, applicable tax, and the total due. Do not add VAT or GST unless the relevant rules and your registration status allow or require it.
- Payment information: due date or payment terms, accepted payment methods, and clear instructions for paying you.
Calculate each line total and the final amount carefully. If you charge tax, show it in the way your local rules require. Do not call a document a tax invoice unless you are entitled or required to do so under the rules that apply.
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Rank #3
- This value 3 pack of Adams Invoice Books give you 150 two part carbonless invoices with a perforated white customer receipt and yellow duplicates for your records; 3 50-invoice books per pack
- Unique horizontal invoice sheets capture the purchased by and shipped to addresses; a compact 5-9/16 x 8-7/16 page still leaves plenty of room for details on up to 12 items sold
- Wraparound back cover prevents write-through between sets; pull out the perforated white customer receipt and the yellow carbonless duplicates stay behind for your records
- Unique 6 digit invoice numbers help you thumb through orders quickly; blank space up top gives you room for a company stamp—an affordable custom touch
- In value packs with three 50-invoice books for your small business; buy ahead to keep on site or take on the road for pop-up shop sales
4. Check the invoice against the order
Before sending it, compare the invoice with the agreement, purchase order, and customer’s submission requirements. Check names, addresses, dates, descriptions, quantities, rates, tax treatment, arithmetic, and payment details. If the customer uses a portal, follow its separate rules; a correct invoice can still be rejected if it omits a required reference or uses the wrong format.
For instance, the U.S. Treasury’s Invoice Processing Platform (IPP) requires invoice numbers to use uppercase alphanumeric characters without special characters and limits them to 45 characters. Depending on the order, service-period dates may also be required. IPP tells suppliers not to bill for services not yet rendered unless advance-payment terms were negotiated for the purchase order. Those instructions apply to that platform and its transactions, not to every invoice. See IPP guidance for vendors.
Rank #4
- QUALITY INVOICES: Adams Order books provide a professional invoice or customer receipt; a great way to create and maintain a professional image for small businesses and service providers
- 50 TWO-PART CARBONLESS FORMS: Customers get the perforated white top copy; retain the canary and pink copies for your records
- WRAP-AROUND COVER: Fold the back cover between sets to keep invoices neat and legible
- ROOM FOR CUSTOMIZATION: A blank space at top leaves room for your company stamp; a big savings over custom-printed forms
- CONSECUTIVELY NUMBERED: Large 6-digit numbers in the upper right hand corner help you thumb through orders quickly
5. Send it and keep a retrievable copy
Send the invoice using a method that works for the customer and leaves you with a record you can retrieve. Depending on the arrangement, that might be post, email, invoicing software, a customer portal, or delivery in person. Keep the sent invoice with supporting records such as the order, contract, receipts, and evidence of payment.
For U.S. tax records, the IRS says, “You may choose any recordkeeping system suited to your business that clearly shows your income and expenses.” It recognizes invoices and receipt books as supporting documents and accepts paper or electronic records when they meet recordkeeping principles and remain complete, accurate, and accessible. See IRS recordkeeping guidance.
Best Value
- 6-PACK/50 Sets (300 Total Sets): Six 5-7/16 x 8-7/16" bound Sales Order Books with two-part forms which produces two identical records of each sales transaction, one for the customer and one for your business
- CARBONLESS COPY: No carbon paper! Each 2-part set features a white top sheet for recording each transaction and a bottom canary yellow sheet that captures written text from top sheet.
- CONSECUTIVE NUMBERS: Effortlessly identify the chronological order of transactions in each book by the pre-printed number on each sales order set
- WRAPAROUND DIVIDER FLAP: A thick, folded paperboard divider is integrated into the back of each book to use between each 2-part sales order form.
- PERSONALIZE: Each sales order form sheet contains space at the top to add a company stamp or sticker
6. Follow up or correct a mistake
State payment terms plainly and include practical payment options. Clear descriptions and totals help the customer understand what they owe; detailed, accurate invoices can also reduce avoidable disputes. Keep a record of when and how you sent the invoice so you can follow up if payment is late.
If you discover an error, correct it using the process required by the customer and applicable tax rules. Do not silently change a copy that has already been sent. In Australia, business.gov.au advises that a mistaken tax invoice may need to be replaced; check current local guidance for the right correction process in your jurisdiction.
Choose a format you can manage
The right format depends on how often you invoice and what you need to track. Paper and electronic records can both work when they meet applicable requirements and you can retrieve them reliably.
| Format | May suit you when | What to consider |
|---|---|---|
| Paper invoice book | You issue invoices occasionally and prefer handwritten records. | Keep copies and a consistent numbering sequence; make sure the format captures the details your customers and local rules require. |
| Editable document or template | You issue occasional invoices and want a simple reusable layout. | Use a controlled numbering method and save each final invoice where you can find it. |
| Spreadsheet | You want to calculate line items and totals yourself and have a manageable invoice volume. | Check formulas, tax treatment, and numbering; maintain separate, organized records of sent and paid invoices. |
| Invoicing or accounting software | You invoice regularly or want to track sent, paid, and overdue invoices alongside sales and customer accounts. | Check that it supports your tax and customer requirements, produces retrievable records, and fits your budget and workflow. |
Australian government guidance recommends accounting software to help manage invoices, sales, and customer accounts. For U.S. tax records, the IRS permits suitable electronic systems as well as paper records; the system must still clearly show income and expenses. Neither point means you must buy software to create a basic invoice.
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