--- title: "What to Include on an Invoice: A Simple Checklist | MCC" description: "The parts every invoice needs, from numbering and due dates to line items, tax and payment details, plus mistakes that delay getting paid." url: "https://mcc-solutionsnj.com/bookkeeping/guides/what-to-include-on-an-invoice" --- Bookkeeping guide · Updated October 23, 2026 # What to Include on an Invoice: A Simple Checklist An invoice is a request for payment and a record for your books at the same time. A clear one gets paid sooner, and a vague one starts a back-and-forth that can cost you weeks. This checklist covers what to put on it and the mistakes that most often slow payment. By [Matthew Coleman](/about), MCC Solutions **Quick answer.** An invoice starts with who is billing whom: your business name, address and contact details at the top and the customer's name and billing address beside it. If you operate under a trade name, use the name your customer knows so their accounts team can match it to the order. Want this handled for you? Monthly bookkeeping, cleanup and year-end close for small businesses. Start with a free health check of your books. [Free health check](/bookkeeping/health-check)[Get a quote](/bookkeeping/#interest) **Related:** [Trial balance explained](/bookkeeping/guides/trial-balance-explained) · [Owner contribution or loan](/bookkeeping/guides/owner-equity-and-capital-contributions) · [Closing entries and retained earnings](/bookkeeping/guides/closing-entries-and-retained-earnings) **Free tools:** [Free invoice template](/bookkeeping/free-invoice-generator) · [How many sales do I need to break even?](/bookkeeping/break-even-calculator) [Make one with the free invoice generator](/bookkeeping/free-invoice-generator) and print it or save it as a PDF. [![Intuit ProAdvisor Gold tier badge](/img/credentials/intuit-proadvisor-gold.png)](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77)Gold tier in Intuit's ProAdvisor program. [See my Intuit listing](https://proadvisor.intuit.com/app/accountant/search?searchId=matthew-coleman77) Keeping your own books? Tallyfinch does invoices, bank import and reports on your computer. [See Tallyfinch](/bookkeeping/mcc-books-downloadable-bookkeeping-software) ## The identifying details Start with who is billing whom. Put your business name, address and a way to reach you at the top, and your customer's name and billing address beside it. If you operate under a trade name, use the name your customer knows so their accounts team can match it to the order. Give every invoice a unique number and a date. Numbers in a simple sequence make it easy to find an invoice later and show that none are missing. Never reuse a number, even for a corrected invoice. Issue a credit or a new number and refer back to the original. ## Describe what was provided Each line should say what the customer received in words they will recognize. Include dates of service, quantities and the rate. A line that reads 'consulting' invites questions. A line that reads 'Process review, 6 hours at the agreed rate, October 3 to 5' answers them. If the work followed a quote or purchase order, put that reference on the invoice. Larger customers often cannot pay without a purchase order number, and leaving it off is a common reason an invoice gets stuck. ## Amounts, tax and the total Show each line amount, a subtotal, any tax on its own line, and a clear total due. Keeping tax separate makes it easy to report later. Sales tax rules depend on what you sell and where, so confirm with your state tax agency or a tax preparer what applies to you instead of guessing. If you charge a deposit or have already received a partial payment, show it as a credit so the amount due is obvious. ## Terms and how to pay State the due date, not only the terms. 'Net 30' is clear to most businesses, but a date removes any doubt. Say how you accept payment, and include the details a customer needs, such as a payment link or the name to make a check out to. If you charge late fees or offer an early payment discount, state it on the invoice and make sure it matches any agreement you have. Surprise fees tend to start disputes. ## Mistakes that delay payment The common ones are sending to the wrong person, missing the purchase order number, unclear descriptions, and invoicing weeks after the work. Send it the day the work is done, to the person who approves payment, and ask who that is at the start of the job. After sending, record it in your books right away so you can see what is owed. Tracking how long customers take to pay also shows you which accounts need earlier reminders. If you do not want to build one from scratch, a free invoice template or the invoice feature in your accounting software keeps the layout consistent. ## Common questions **Do I need to put my tax ID on an invoice?** It depends on your customer and your situation. Some customers ask for it, and requirements differ by business and place. Ask the customer's accounts team, and check with a tax preparer if you are unsure. **Can I fix an invoice after I send it?** Yes, but keep a record. Most businesses issue a credit note for the original and a new invoice with a new number, so the history stays clean. **How soon should I send an invoice?** As soon as the work is done or the product is delivered. The payment clock usually starts on the invoice date, so a late invoice means late payment. This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation. Let us handle it [### Monthly bookkeeping Categorizing, reconciling and monthly reports, with cleanup, payroll and NJ filings available. Bookkeeping →](/bookkeeping/) [### QuickBooks Online Monthly bookkeeping, cleanup and reconciliation in QuickBooks Online for New Jersey small businesses. Your account stays in your name. QuickBooks →](/bookkeeping/software/quickbooks-online)[### FreshBooks Bookkeeping, invoice clean-up and reconciliation in FreshBooks for New Jersey freelancers and service businesses. FreshBooks →](/bookkeeping/software/freshbooks) More guides - [How to Calculate Days Sales Outstanding (DSO)](/bookkeeping/guides/how-to-calculate-days-sales-outstanding) - [How to Set a Freelance Hourly Rate That Covers Everything](/bookkeeping/guides/how-to-set-a-freelance-hourly-rate) - [Inventory Turnover Explained: Formula and Examples](/bookkeeping/guides/inventory-turnover-explained) - [How to Calculate Sales Commission: Flat and Tiered](/bookkeeping/guides/how-to-calculate-sales-commission) Free tool - [Bookkeeping health check](/bookkeeping/health-check) [All guides](/bookkeeping/guides) Reach small business owners, freelancers and bookkeepers who read this guide: [advertise here](/advertise#bookkeeping). Do it yourself ### Getting Paid Bundle Most collection problems start before the job does. Quote it right, get it signed, and have the reminder letters ready if the check doesn't come. 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