What to Put on an Invoice
By the BePaid team · Updated · 4 min read
Short answer
Every invoice should include your business details, the client's details, a unique invoice number, the invoice date and due date, itemized products or services with quantities and rates, the subtotal, any tax, discounts or deposits, the total due, and how to pay. Optional fields like a PO number, project name or a thank-you note make invoices easier to approve.
The essential invoice checklist
| Field | Example | Why it matters |
|---|---|---|
| The word "Invoice" | INVOICE | Tells the client it's a request for payment, not a quote or receipt |
| Invoice number | 2026-0042 | Lets you and the client reference and track it |
| Your business details | Name, address, phone, email | Shows who to pay and how to reach you |
| Client details | Company, contact, billing address | Gets it to the right person and matches their records |
| Invoice date | Oct 1, 2026 | Starts the clock on your payment terms |
| Due date | Oct 31, 2026 | Removes guesswork about when to pay |
| Line items | Kitchen outlet install, 3 × $85 | Shows exactly what the client is paying for |
| Subtotal, tax, total | $255 + tax = total due | Makes the math easy to check |
| Payment terms | Net 30 | States the agreement on timing |
| Payment methods | Check, bank transfer, payment app | Makes paying easy |
Details on the key fields
Invoice number
Use a unique, sequential number and never reuse one. A year-based format like 2026-0042 is easy to sort. See how to number invoices for other schemes.
Dates and payment terms
Show both the invoice date and the due date. Writing "Net 30" alone makes the client do the math; writing "Due Oct 31, 2026 (Net 30)" doesn't. The payment terms guide explains common options.
Line items
Each item gets a description, quantity, unit (hours, days, sq ft, each), rate and line total. Keep descriptions specific and consistent with your quote or contract. Separate labor from materials if your trade usually does.
Sales tax
Sales tax depends on your state and what you sell. Many states don't tax most services, while goods are usually taxable. If you charge it, show the rate and the amount as a separate line. Check your state's rules or ask a tax professional.
Deposits and discounts
If the client already paid a deposit, list it as a credit so the total due is correct. Show discounts as their own line so the client sees the full value of your work.
Optional fields that help
- PO number: many larger clients can't pay without one.
- Project or job name and address: essential for contractors with several jobs.
- Service dates or billing period: "Services for September 2026."
- Your logo and signature: make the invoice look professional.
- Late fee policy: only if the client agreed to it upfront, and within your state's limits.
- A short thank-you note.
Putting it together
INVOICE #2026-0042 Invoice date: Oct 1, 2026 Volt Electric LLC, 9 Pine St, Denver, CO · (303) 555-0147 Bill to: Mesa Property Group, Attn: J. Ortiz · PO #7781 Job: 1420 Grant St, Unit 3 Replace panel breakers — 1 × $420.00 = $420.00 Install GFCI outlets — 3 × $85.00 = $255.00 Subtotal $675.00 · Tax (if applicable) · Total due $675.00 Due: Oct 31, 2026 (Net 30) · Pay by check or bank transfer Thank you for your business!
What about a W-9?
Business clients often ask independent contractors for a Form W-9 before they pay. It isn't part of the invoice, but sending it with your first invoice can prevent delays. If you have questions about tax forms, talk to a tax professional.
Start with a template
The free invoice generator has fields for everything above and shows a live preview as you type; the draft is saved in your browser on that device. Pick a layout from the invoice templates or go straight to the professional invoice template. Trade-specific pages like the invoice generator for electricians suggest fields your industry needs. For the final PDF without the preview watermark, use the BePaid iPhone app, which also lets you add a logo and signature. Your first invoice in the app is free. New to invoicing? Start with how to write an invoice.
Put this into practice
Create an invoice free on the web, then finish it in the BePaid app.
Frequently asked questions
What must legally be on an invoice in the US?
There's no single federal invoice format for most small businesses, but some states and industries have their own requirements, especially for sales tax. Include the standard fields and check your state's rules or ask a professional.
Should I include my Social Security number on an invoice?
No. Don't put your SSN on invoices. If a client needs your taxpayer information, they'll usually ask for a Form W-9, which you send separately and securely.
Do I need a due date if I use net 30?
It's best to include both. The actual due date removes any confusion about when the 30 days end.
Should I show hours or a flat fee?
Show whatever matches your agreement. Hourly work should list hours and rate; flat-fee work can be one line with a clear description of what's included.