How to Write an Invoice for Your Small Business, With a Free Invoice Maker

Whether you sell goods, do freelance work or run a service, sooner or later a customer will need an invoice. A clear invoice makes you look professional, helps the customer pay the right amount, and gives both of you a record. It also reduces arguments about what was agreed.

What every invoice should include

Your name or business name, with a phone number and email. Your customer's name and contact details. An invoice number, such as INV-001, so each invoice is easy to find later. The date you issued it and the date payment is due. A list of what you sold or did, with the quantity and price of each item. The total amount. And how to pay you: your mobile money number, bank details or whatever you accept.

Optional but useful: a discount if you gave one, tax if you charge it, and a short thank-you note.

How to make an invoice in four steps

1. Open the Invoice maker. Press "Fill with an example" to see how a finished invoice looks, then press "Start again" to begin with your own details.

2. Fill in your details and your customer's. Add each item with its quantity and price. The totals are worked out for you.

3. Add any discount or tax, and write the payment details in the notes box, for example "Payment by mobile money: 0777 000 000."

4. Press "Save as PDF". In the print window choose "Save as PDF" as the destination, and turn off "Headers and footers" for a clean page. Send the PDF by email or WhatsApp.

Your invoice is saved in your browser, so you can come back and edit it later. Nothing is uploaded. If you clear your browser data, the saved draft is removed, so download the PDF for your records.

Using your own currency

Type a symbol or short code in the currency box, such as $ or LRD. It is only used to show the amounts.

Make sure the price leaves you a profit

Before you send an invoice, check that the price actually pays you. Many small businesses forget costs such as transport, packaging, fees and their own time. Use the Profit and price calculator to work out your profit, your margin, and the price you need to charge for the profit you want. It can also show how many sales you need to cover fixed costs like rent.

Tips for getting paid on time

Send the invoice as soon as the job is done, or even before, if you ask for a deposit. Put a clear due date on it. Make paying easy by writing exactly where to send the money. Follow up politely with a message if the date passes. And keep a copy of every invoice you send.

Other tools that help a business

The percentage calculator works out discounts and price changes. The loan calculator shows the real cost of borrowing before you agree to a loan. You can see all the free tools on the tools page.