Creating Invoices - Invoicing Guide

Creating Invoices

How do I create an invoice using the Invoice Generator?

Creating an invoice using the Invoice Generator is quick and easy. Simply fill out the fields on the form, and choose to either send the invoice directly or download it to send later. The key is to have all the information ready ahead of time. Here’s what you’ll need:

A numbering system for invoices.

This can be as easy as starting with number 1. Knowing ahead of time will help you keep from duplicating invoices and causing confusion down the line.

Contact information.

This includes the your name (or business name) and the customer’s name, billing addresses, phone numbers and email addresses for both you and your customer. Include as much contact information as you can gather on your customer. It is absolutely critical in order to follow up on delinquent invoices.

Invoice date, payment terms, and due date.

The invoice date is the date you create the invoice and submit it to your customer. Payment terms can vary widely, but they generally include things like the number of days after the invoice date when payment is due (NET 30, NET 60, or due upon receipt). Take a look at this post on payment terms for ways to structure payment terms. The due date is the date payment is actually due to you, based on the payment terms you dictate.

Product or service information.

Here you can include a description of the product or service you delivered to your customer, and the quantity and rate charged for each. The Invoice Generator form will calculate the total based on the quantity multiplied by the rate.

Taxes, discounts and shipping fees.

If you charge taxes as part of your fees, include them in the tax field. Discounts may be applied as well, based on your payment terms. Both the taxes and discounts can be applied as a flat rate or a percentage, so select the appropriate format for each. Shipping fees (if there are any) are applied as a flat rate.

Notes and terms.

These fields can encompass any extra information you’d like to give to your customer. Notes can include references to the contract you have with a customer (i.e., this invoice is based on our contract dated XX/XX/XXXX), or even used to just say "Thank you for your business!". Terms can be used to outline more detailed payment terms. Are there late fees if the customer doesn’t pay by NET 30? Or maybe there’s a discount if they pay within 10 days of the invoice date. Both can be included in the terms field.