Use this when
You are billing a fixed project, milestone, retainer, or approved additional work directly to a client.
Your business and client
Identify both sides clearly so the invoice can be processed and matched to the right supplier record.
- Your trading name, address, support email, and relevant tax identifiers
- The client’s legal or trading name, billing address, and billing contact
- A unique invoice number and the invoice issue date
Work and amount
Describe the commercial event in language the approver and accountant can understand later.
- Project or purchase-order reference
- One line per milestone, service period, expense, or approved change
- Quantity, rate, tax treatment, subtotal, tax, credits, and total
- One explicit currency code such as USD, GBP, EUR, or INR
Due date and payment
A concrete due date is clearer than relying only on phrases such as net 15 or net 30.
- Payment due date and agreed payment term
- Approved card, bank-transfer, or other payment method
- Bank-transfer reference the client must include
- Who to contact if payment details or the invoice are disputed
Evidence and follow-up
Keep the invoice connected to the agreement, delivery evidence, reminders, and payment record.
- Proposal, contract, or milestone reference
- Delivery or acceptance date
- Reminder dates and the factual payment status
- Payment date, method, amount, and provider reference once settled
Adaptable sample language
Invoice: INV-2026-0042 · Issued: 27 August 2026 · Due: 10 September 2026
Website implementation milestone 2 — responsive build and client review — USD 2,400
Please include INV-2026-0042 as the payment reference.
Questions about this invoice: support@yourbusiness.com
Check before using
- Do not mix currencies inside one invoice total.
- Confirm local invoicing and tax requirements with a qualified accountant.
- Never mark an invoice paid until the payment is independently verified.
Continue the workflow