{"id":9094,"date":"2025-06-23T19:45:00","date_gmt":"2025-06-23T16:45:00","guid":{"rendered":"https:\/\/everhour.com\/blog\/?p=9094"},"modified":"2026-04-08T16:02:42","modified_gmt":"2026-04-08T13:02:42","slug":"how-to-write-an-invoice-guide","status":"publish","type":"post","link":"https:\/\/everhour.com\/blog\/how-to-write-an-invoice-guide\/","title":{"rendered":"How to Write an Invoice: Complete Guide for Clear and Professional Invoicing"},"content":{"rendered":"\n<p>Knowing how to write an invoice is an important skill for any freelancer, lawyer, startup, or small business. And if you aren&#8217;t an established business and just starting, it is worth time to learn how to do it more effectively. Also, worth noting that the process is made significantly more efficient with the aid of the <a rel=\"noreferrer noopener\" href=\"https:\/\/everhour.com\/blog\/best-time-tracking-and-invoicing-software\/\" target=\"_blank\">best time tracking and invoicing software<\/a> \ud83d\ude42<\/p>\n\n\n\n<p>In this article, you\u2019ll discover:<\/p>\n\n\n\n<ul class=\"wp-block-list flattened-list\">\n<li><strong>How to write an invoice effectively<\/strong> (including a FREE invoice generator)<\/li>\n\n\n\n<li><strong>What details the invoice absolutely must include<\/strong>\u00a0<\/li>\n\n\n\n<li><strong>The best way to schedule your invoices<\/strong><\/li>\n\n\n\n<li><strong>Why personalization matters<\/strong> (including FREE invoice letter templates)<\/li>\n\n\n\n<li><strong>How to handle \u2018bad debts\u2019<\/strong><\/li>\n<\/ul>\n\n\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Step-by-Step Guide: Writing a Clear and Professional Invoice<\/strong><\/h2>\n\n\n\n<p>Before you even get started creating your invoice system and learning how to write an invoice, you\u2019ve got to figure out <strong>which method to choose<\/strong> \u2013 a blank template, specialized <a href=\"https:\/\/everhour.com\/invoicing\/\" type=\"link\" id=\"https:\/\/everhour.com\/invoicing\/\" target=\"_blank\" rel=\"noreferrer noopener\">invoice<\/a> software, or an online invoice generator. Below are the pros and cons of these types.<\/p>\n\n\n\n<div class=\"table-container full-screen1400\"><\/p>\n\n\n\n<figure class=\"wp-block-table software-table\"><table><tbody><tr><th>&nbsp;<\/th><th>1\ufe0f\u20e3<b style=\"font-size: inherit;\">TEMPLATES (<\/b><strong>PDF, DOC, EXCEL<\/strong><b style=\"font-size: inherit;\">) <\/b><\/th><th> 2\ufe0f\u20e3<b style=\"font-size: inherit;\">SPECIALIZED  SOFTWARE<\/b> <\/th><th> 3\ufe0f\u20e3FREE <b style=\"font-size: inherit;\">ONLINE<\/b> GENERATORS<\/th><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Time<\/b> <\/td><td>\u2705(depends on template)<\/td><td>\u2705<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(after signup and account setup<\/span>)<\/td><td>\u2705(easy)<\/td><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Automation<\/b> <\/td><td>\u274c(<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">not possible)&nbsp;<\/span> <\/td><td>\u2705<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(pretty much everything)<\/span><\/td><td>\u274c(very basic)&nbsp;   <\/td><\/tr><tr><td><b style=\"font-size: inherit; font-family: inherit;\">Flexibility<\/b> <\/td><td>\u2705<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(all on you)<\/span> <\/td><td>\u274c(to some extent)<\/td><td>\u274c(very basic)&nbsp;<\/td><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Simplicity<\/b> <\/td><td>\u2705(easy) <\/td><td>\u274c(might require training)<\/td><td>\u2705(easy)<\/td><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Analytics<\/b> <\/td><td>\u274c(very hard)<\/td><td>\u2705<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(possible in most cases<\/span>)<\/td><td>\u274c<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(mostly<\/span> not possible)<\/td><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Access<\/b><span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\"><strong>ibility<\/strong> <\/span><\/td><td>\u274c<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(desktop<\/span>) <\/td><td>\u2705(any <span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">computer or mobile)<\/span> <\/td><td>\u2705(any computer or mobile)<\/td><\/tr><tr><td> <b style=\"font-size: inherit; font-family: inherit;\">Fees<\/b><span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\"> <\/span><\/td><td>\u2705(free) <\/td><td>\u2705<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">(<\/span>low, approx. $15-30 \/ mo<span style=\"font-size: inherit; font-family: inherit; font-weight: inherit;\">)<\/span> <\/td><td>\u2705(free) <\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><\/div>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Standard paper and software templates<\/strong><\/h3>\n\n\n\n<p>Standard paper blanks and basic software are the old-fashioned way to invoice. Time-proven, this system is still in use. Below we\u2019ve listed some pros and cons of using paper blanks and software when invoicing.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"467\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.22.56-1024x467.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9467\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.22.56-1024x467.png 1024w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.22.56-300x137.png 300w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.22.56-768x350.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\">Why old-school isn\u2019t always bad<\/h4>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Simplicity<\/strong> &#8211; It\u2019s an easy-to-use method that can be applied by anyone who knows the basics of invoicing. All you need is a pen and paper, or just basic computer skills.<\/li>\n\n\n\n<li><strong>(Almost) Free of charge<\/strong> &#8211; Paper blanks do not require a yearly subscription, programs such as Microsoft Office may. But, the primary function of this type is to make invoicing affordable and doable for everyone.<\/li>\n\n\n\n<li><strong>Many templates<\/strong> &#8211; You can easily find a huge number of different templates for your liking. So there\u2019s no need to invent everything from scratch.<\/li>\n\n\n\n<li><strong>Automatic calculation in most cases<\/strong> &#8211; Almost every template includes some basic math, which will save you from simple errors in the calculations.<\/li>\n\n\n\n<li><strong>Flexibility<\/strong> &#8211; You can track all your invoices in one place and with minimal effort adapt the template to any specific needs.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Cons of invoice templates<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Quantity<\/strong> &#8211; If your business is rather large and you cooperate with more than five companies, writing invoices manually could turn into a logistical problem. Making keeping track of the status of payments, a nightmare.<\/li>\n\n\n\n<li><strong>High error risk<\/strong> &#8211; Inattention or a software glitch may result in an error that is hard to spot and fix. <\/li>\n\n\n\n<li><strong>Accounting problems<\/strong> &#8211; Free templates require no special skills when invoicing but it can make accounting tricky later, especially if you\u2019re not trained.\u00a0\u00a0<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Specialized invoice software<\/strong> <\/h3>\n\n\n\n<p>Specialized invoice software is created, especially for freelancers, startups, and small businesses to invoice effectively. It usually comes in the form of software programs installed on your computer, mobile apps, or sites, such as <strong>FreshBooks<\/strong> or <strong>QuickBooks<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"742\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/freshbooks-new-invoice-1024x742.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9469\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/freshbooks-new-invoice-1024x742.png 1024w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/freshbooks-new-invoice-300x217.png 300w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/freshbooks-new-invoice-768x557.png 768w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/freshbooks-new-invoice.png 1704w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h4 class=\"wp-block-heading\">Is it right for my company?<\/h4>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Accessibility<\/strong> &#8211; You can access your account from any location, any time, and using any device, even when offline. It can also be combined with a <a href=\"https:\/\/everhour.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">time tracker<\/a>, such as Everhour to make billing more efficient.<\/li>\n\n\n\n<li><strong>Intuitive UI\u00a0<\/strong>&#8211; Intuitive user interface with helpful popups and customer support.<\/li>\n\n\n\n<li><strong>Easy-to-follow updates\u00a0<\/strong>&#8211; Keep a watch on your invoice statistics,\u00a0know precisely when your clients pay you.<\/li>\n\n\n\n<li><strong>Multiple app access\u00a0<\/strong>&#8211; Provides two or more employees with access to the program.<\/li>\n\n\n\n<li><strong>Online support<\/strong> &#8211; There are more ways to communicate with customers than through traditional software, for example, online customer support in live chats.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Some cons of using special invoice software<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Downtime<\/strong> &#8211; Unavailability due to occasional maintenance.<\/li>\n\n\n\n<li><strong>Bugs<\/strong> &#8211; Instability of the system, they may crash or be very buggy.<\/li>\n\n\n\n<li><strong>Spam trap<\/strong> &#8211; Invoices may end up in the spam folder after being sent through the common software gateway.<\/li>\n\n\n\n<li><strong>Poor customer support<\/strong> &#8211; Customer support systems can vary, so if the worst happens, you could be left with overdue invoices or late responses to your own clients.\u00a0<\/li>\n\n\n\n<li><strong>Fees<\/strong> &#8211; Some require payment, and this may rise with the growing needs of your business, e.g., number of users, template styles, error corrections, and more.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Invoice Template Google Sheets<\/h3>\n\n\n\n<p>Don&#8217;t worry about building invoices from scratch. Download our free <a href=\"https:\/\/everhour.com\/blog\/invoice-template-google-docs\/\" target=\"_blank\" rel=\"noreferrer noopener\">Google Sheets invoice template<\/a> to create your own invoices to send to your clients. We recommend you use the spreadsheet version because of built-in functions and online access.<\/p>\n\n\n\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1PgO74GPaU6UsTU7WED2geQJstV1ASGxeFQqvNFAhFIg\/copy\" target=\"_blank\" rel=\"noreferrer noopener nofollow\" class=\"external external_icon\">Download the Google Sheets Invoice Template<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"748\" height=\"1024\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2020\/05\/Invoice-template-Google-Sheets-748x1024.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-12697\" style=\"width:374px;height:512px\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2020\/05\/Invoice-template-Google-Sheets-748x1024.png 748w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2020\/05\/Invoice-template-Google-Sheets-219x300.png 219w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2020\/05\/Invoice-template-Google-Sheets-768x1051.png 768w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2020\/05\/Invoice-template-Google-Sheets.png 916w\" sizes=\"auto, (max-width: 748px) 100vw, 748px\" \/><\/figure>\n\n\n\n<p>After clicking on one the links, you\u2019ll be taken to the &#8220;read-only&#8221; version of the invoice template. Select \u2018File\u2019 from the top menu, then select \u2018Make a copy\u2026\u2019. This way you\u2019ll have your own editable copy that you can modify to your heart\u2019s content.<\/p>\n\n\n\n<p>Include service descriptions, payment terms, and more without having to hire a professional to make it for you or using 3d party software. This free template does all of the heavy lifting for you.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Online invoice generators <\/h3>\n\n\n\n<p>Online invoice generators are a type of specialized invoice generator software, growing in popularity due to the possibility of creating an invoice for free on-demand, without the need to create an account or pay monthly fees.&nbsp; <\/p>\n\n\n\n<p>Generally, such systems are limited in functionality but may be suitable for small companies and freelancers. <\/p>\n\n\n\n<figure class=\"wp-block-image\"><a href=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"842\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator-1024x842.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9472\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator-1024x842.png 1024w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator-300x247.png 300w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator-768x631.png 768w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/everhour-invoice-generator.png 1434w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n\n\n\n<p><strong><a href=\"https:\/\/everhour.com\/free-invoice-generator\" target=\"_blank\" rel=\"noreferrer noopener\">Everhour free invoice generator<\/a><\/strong> lets you create a pro-looking invoice with a link to pay online (via Stripe or PayPal). Customize the layout or even translate the invoice. All settings are saved inside the browser. Works on mobile.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Why online invoice generators could be a good fit for your company?<\/h4>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Ability to customize the invoice (within reason)<\/strong> &#8211; Many online generators allow you to add your logo and company details with ease and include various other factors for flexible invoicing.\u00a0<\/li>\n\n\n\n<li><strong>Ability to add payment links<\/strong> &#8211; Directly insert links to your payment methods to simplify the process for your clients.<\/li>\n\n\n\n<li><strong>Accessible online anywhere, anytime<\/strong> &#8211; As long as you have an internet connection you can access your invoicing system.<\/li>\n\n\n\n<li><strong>Anyone in your organization can invoice<\/strong> &#8211; No need to add a member to your subscription (generally) anyone in your organization can log in and create the invoices.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">When online generators might not be a good idea?<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>You need a more complex system<\/strong> &#8211; Online generators are set for simplicity; some businesses may require more complex systems. Especially if the tax in your region doesn\u2019t follow a simple process.\u00a0<\/li>\n\n\n\n<li><strong>Record-keeping skills needed<\/strong> &#8211; You\u2019ll need to keep a separate record of any invoices generated by the online invoicing system if one is not provided.<\/li>\n\n\n\n<li><strong>Downtime and bugs<\/strong> &#8211; Your invoicing system is dependent on the provider, meaning you need to be ready to accept that bugs and downtime may impact your ability to bill.\u00a0<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to Write Up an Invoice<\/strong><\/h2>\n\n\n\n<p>Now that you know more about the tools available, let&#8217;s take a look at how you can start to unpack how to write up your own invoices \u2013 what do you need to include in that bill exactly?<\/p>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Choose an invoice template\u00a0<\/strong>&#8211; Make it personal but professional. Your invoice represents your business and the image you present to your customers \u2013 are you a sober large enterprise, family-friendly mom &amp; pop corporation, or somewhere in between? Whatever your style, it needs to reflect your brand\u2019s image.<\/li>\n\n\n\n<li><strong>Contact information<\/strong> &#8211; In general, this should include your and your client\u2019s contacts \u2013 business address, email, and phone number. Remember to add the name of a person who will deal with your invoice. It ensures the right person will get it, and payments can occur quickly and (hopefully) without error.\u00a0<\/li>\n\n\n\n<li><strong>Unique invoice number<\/strong> &#8211; You\u2019ll need to assign an invoice number to allow you to keep proper records and find that needed invoice quickly in case of any issues. It\u2019s good practice to assign numbers in the \u201clast invoice number +1\u201d order.<\/li>\n\n\n\n<li><strong>Dates<\/strong> &#8211; When you invoice, make sure you assign dates correctly and include when the invoice was created, and the date it should be paid by. This creates clear guidelines of responsibility for both the client and your business.\u00a0\u00a0<\/li>\n\n\n\n<li><strong>Services and costs<\/strong> &#8211; Make a detailed list of the services and products provided, including costs, dates, and the amount of time spent on them (if applicable). It&#8217;s essential to provide as much detail as possible and with clarity so your customers can understand precisely what they are paying for. Tracking time beforehand helps you to do just this (read more <a href=\"https:\/\/everhour.com\/resources\/budget-under-control-with-time-tracking-software\" target=\"_blank\" rel=\"noreferrer noopener\">here<\/a>).\u00a0<\/li>\n\n\n\n<li><strong>Payment<\/strong> &#8211; Fill out the invoice total, add in discounts or taxes (if applicable) and the method of payment \u2013 cheque, online payment via Stripe or PayPal, bank (wire) transfer, etc. If appropriate, it\u2019s best to discuss payment methods in advance so that it&#8217;s convenient for both parties.<\/li>\n\n\n\n<li><strong>Payment terms<\/strong> &#8211; It\u2019s important to specify all the terms and due dates in case of delayed payments or unforeseen circumstances. It can be challenging to define how to charge your client with money for a project, especially when it\u2019s not fixed-fee. You\u2019ll need to define <a href=\"https:\/\/everhour.com\/resources\/billable-and-non-billable-hours\" target=\"_blank\" rel=\"noreferrer noopener\">billable and non-billable charges<\/a>, and what counts. Payment terms can also help remind your client about compensation deadlines and any discounts that apply to early payment.<\/li>\n\n\n\n<li><strong>Comments section<\/strong> &#8211; It\u2019s not obligatory, but this is an excellent opportunity to thank your client for working with you as well as promote some further cooperation discounts or add necessary account information.<\/li>\n<\/ul>\n\n\n\n<p>Depending on where your business and clients are located, you may need to adjust your invoice to consider legal factors. So, we recommend seeking consultation before sending out your first bill.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Best Practices for Scheduling Invoices on Time<\/strong><\/h2>\n\n\n\n<p>Billing isn\u2019t something that should be left to the last minute. That\u2019s why it\u2019s vital for any business to learn how to write and schedule their invoicing accordingly. This is an integral part of <a href=\"https:\/\/everhour.com\/resources\/why-time-tracking-matters\" target=\"_blank\" rel=\"noreferrer noopener\">business time management<\/a>, and knowing the how-tos is the key to success.<\/p>\n\n\n\n<p>Top tips for getting your invoice done on time:<\/p>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Keep your projects in order.\u00a0<\/strong><\/li>\n\n\n\n<li><strong>Track time and resources spent for non-fixed-fee projects<\/strong> (try Everhour).<\/li>\n\n\n\n<li><strong>Know who needs to be billed and when.<\/strong><\/li>\n\n\n\n<li><strong>Spare time on your invoice writing in advance<\/strong>. (We know this can be time-consuming so allow time for this in your schedule).<\/li>\n<\/ul>\n\n\n\n<p>One way to make sure your invoices get to the client on time is by using scheduled emails. Here is how to do it in Gmail.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"193\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.38.32-1024x193.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9475\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.38.32-1024x193.png 1024w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.38.32-300x57.png 300w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.38.32-768x145.png 768w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.38.32.png 1186w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li><strong>Create a new email<\/strong>. Remember to include your invoice as an attachment or link and a friendly message to your client (check out our useful tips below).<\/li>\n\n\n\n<li>Go to the <strong>dropdown<\/strong> <strong>arrow<\/strong> next to the \u201cSend\u201d button.<\/li>\n\n\n\n<li>Choose from the given times and dates to suit your business needs and client\u2019s working hours.<\/li>\n\n\n\n<li>Click \u201c<strong>Schedule send<\/strong>\u201d.<\/li>\n\n\n\n<li>And you\u2019re done.<\/li>\n<\/ul>\n\n\n\n<p>And, if, for some reason, you need to <strong>cancel or switch mailing dates,<\/strong> this is what you\u2019ve got to do:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"352\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.42.14-1024x352.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9477\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.42.14-1024x352.png 1024w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.42.14-300x103.png 300w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Screen-Shot-2019-11-03-at-15.42.14-768x264.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list flattened-list\">\n<li>In your mailbox, click on the \u201cScheduled\u201d button.<\/li>\n\n\n\n<li>Pick the email you want to cancel or switch to another date.<\/li>\n\n\n\n<li>Go to the top of the \u201cCancel send\u201d button.<\/li>\n\n\n\n<li>Schedule a new automatic mailing.<\/li>\n<\/ul>\n\n\n\n<p class=\"small-note\"><strong>Tip.<\/strong> Be sure to get your timesheet and project data calculated on time to allow you ample legroom to get those invoices done on schedule. Consider <a rel=\"noreferrer noopener\" href=\"https:\/\/everhour.com\/resources\/integrate-work-hours-tracking-with-project-management-software\" target=\"_blank\">integrating timekeeping into your project management app<\/a> to make it a little easier.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\">How and Why Should You Write a Note to Your Client with Your Invoice?<\/h2>\n\n\n\n<p><em>(FREE <a href=\"https:\/\/everhour.com\/blog\/invoice-template-google-docs\/\" target=\"_blank\" rel=\"noreferrer noopener\">invoice templates in Google Docs<\/a> below)<\/em><\/p>\n\n\n\n<p>If you\u2019re just sending a bill to your client, you could be missing out on a unique opportunity to promote your brand\u2019s image and retain customers for the long term.&nbsp;<\/p>\n\n\n\n<p>Depending on where you work and <a href=\"https:\/\/everhour.com\/blog\/business-etiquette\/\" target=\"_blank\" rel=\"noreferrer noopener\">business etiquette<\/a>, just emailing an invoice could be seen as a little impolite or carefree. That\u2019s why it makes sense to learn how to write some sort of cover letter to your clients to include with your invoice. <\/p>\n\n\n\n<p><strong>Cover letters<\/strong> are usually sent with or before an invoice to notify your client about a future payment in a smooth and polite manner. You can also include some vital information, such as:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list flattened-list\">\n<li>Payment due date<\/li>\n\n\n\n<li>Numbers of invoice or customer reference<\/li>\n\n\n\n<li>Partial or full payment details<\/li>\n\n\n\n<li>A thank you note for doing business with you.<\/li>\n<\/ul>\n\n\n\n<p>These letters are useful in building customer loyalty and forging a personal connection with your client. According to <a href=\"http:\/\/www2.bain.com\/Images\/BB_Prescription_cutting_costs.pdf\" class=\"external external_icon\" rel=\"nofollow\">Bain &amp; Company<\/a>, a 5% increase in customer retention can boost profits by up to 25%.<\/p>\n\n\n\n<p>To help you get started, we\u2019ve included some helpful and free business letter templates, just for you:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Invoice cover letter template<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"587\" height=\"666\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-1.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9489\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-1.png 587w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-1-264x300.png 264w\" sizes=\"auto, (max-width: 587px) 100vw, 587px\" \/><\/figure>\n\n\n\n<pre class=\"wp-block-code\"><code>From: &#091;your business name and address]\n&#091;month], &#091;year] Invoice No.&#091;______]\n\nDear &#091;Client name],\nFind enclosed an invoice for &#091;project or service name]. Please send your payment by &#091;due date] in order to avoid overdue charges.\n\nIf you have any questions about the invoice, feel free to contact us at &#091;business phone number] or by e-mail at &#091;business email].\n\nWe appreciate your business and look forward to working with you again.\n\nSincerely,\n&#091;Your signature]<\/code><\/pre>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Overdue invoice letter template<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"587\" height=\"627\" src=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-2.png\" alt=\"how to write an invoice effectively: your all-in-one guide\" class=\"wp-image-9490\" title=\"how to write an invoice effectively: your all-in-one guide\" srcset=\"https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-2.png 587w, https:\/\/everhour.com\/blog\/wp-content\/uploads\/2019\/11\/Email-template-2-281x300.png 281w\" sizes=\"auto, (max-width: 587px) 100vw, 587px\" \/><\/figure>\n\n\n\n<pre class=\"wp-block-code\"><code>From: &#091;your business name and address]\nSubject: RE: Unpaid  invoice No. &#091;_______]\n\nDear &#091;Client name],\nThis is a reminder that the invoice No.&#091;______] for &#091;currency $\/\u20ac\/\u00a3] &#091;amount] has recently become overdue for payment.\n\nWe would appreciate you making this payment as soon as possible. If you have already sent it, please disregard this notice. \n\nIf you have any questions about the payment, feel free to contact us at &#091;business phone number] or by e-mail at &#091;business email].\n\nSincerely,\n&#091;Your signature]<\/code><\/pre>\n\n\n\n<p>To make sure that your client has seen your message and it didn\u2019t end up in spam, install one of the various mailbox extensions, such as <strong>HubSpot<\/strong>, <strong>MailTrack<\/strong>, or <strong>Yesware<\/strong> to track your letters and notify you the minute your client opens your invoice.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong><strong>Strategies for Managing Bad Debts and Late Payments<\/strong><\/strong><\/h2>\n\n\n\n<p>Unfortunately, no business is immune to customers that don\u2019t pay on time or at all, and this may turn into uncollectible invoices or \u201cbad debt.\u201d&nbsp;So, how should you deal with these bad debts?<\/p>\n\n\n\n<p>Aside from the handy reminder letter above, you should absolutely send to your client; you\u2019ll need to account for these invoices in your internal accounting system. If you\u2019ve placed an uncollectible invoice sum in your accounting system, in general, there are <strong>four main steps<\/strong> to follow:<\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Keep track of it and create an account for bad debt expense<\/strong><\/h4>\n\n\n\n<p>Create a separate chart for bad debt expenses, here you should store all information on the company\u2019s debts that haven&#8217;t been paid, so you can follow up on them later.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Create an item for the bad debt expense account<\/strong><\/h4>\n\n\n\n<p>As you need to show bad debt in your company\u2019s income, you\u2019ve got to identify a \u201cbad debt expense.\u201d Usually, it\u2019s called \u201ca non-inventory item\u201d or \u201c an extraordinary item\u201d and can have the following information:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Type: other charges\u00a0<\/li>\n\n\n\n<li>Item Name\/Number: Bad Debt\u00a0<\/li>\n\n\n\n<li>Description: Bad Debt\u00a0<\/li>\n\n\n\n<li>Amount: 0,00<\/li>\n\n\n\n<li>Account: Bad Debt Expense<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Create a credit memo for the customer<\/strong><\/h4>\n\n\n\n<p>You need a credit memo to reduce the customer\u2019s unpaid sum. In a credit memo you need to fill out the following info:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Item: Bad Debt<\/li>\n\n\n\n<li>QTY (quantity): the quantity you need to write off<\/li>\n\n\n\n<li>Rate: the amount you need to write off<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Apply the credit memo to the customer<\/strong><\/h4>\n\n\n\n<p>Remember these steps above generally apply to the app and online-based systems. Recheck with your accountant to implement them into your accounting system.<\/p>\n\n\n\n<p>Writing off bad debts is usually an unpleasant process. Firstly, you need to know all the specificities on how to do it in an app or your reports. Secondly, it\u2019s quite difficult to deduct these items from your income taxes.<\/p>\n\n\n\n<p>This should give you a general overview of the best way to deal with bad debt. However, if you use <a href=\"https:\/\/everhour.com\/blog\/best-small-business-accounting-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">accounting software<\/a> such as QuickBooks, you may need to adapt how to write off an invoice example to suit your accounting style.<\/p>\n\n\n\n<p class=\"small-note\"><strong>Tip.<\/strong> To avoid bad debt issues, it\u2019s a good idea to follow good project management skills and keep in contact with your client throughout the project, not just surprise them with an invoice at the end. You may also consider a pre-payment system to acquire some of the costs in advance.&nbsp;<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Invoicing Checklist<\/strong> <\/h2>\n\n\n\n<p>Congratulations! You\u2019ve just finished reading our guide on how to invoice! Now, you\u2019re primed to make a start in the world of your business\u2019 accounting. In this article, you have learned how to:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list li-special-yellow\">\n<li>Pick the right invoicing method for your business<\/li>\n\n\n\n<li>Compose a stellar billing system that will wow your clients and make your accountant\u2019s life a dream<\/li>\n\n\n\n<li>Navigate those non-payment issues with ease<\/li>\n\n\n\n<li>Write a compelling cover letter to build your customer\u2019s trust and loyalty<\/li>\n\n\n\n<li>Turn invoicing from an end-of-the-month nightmare into a smooth procedure<\/li>\n<\/ul>\n\n\n\n<p>Remember, any invoicing should be backed by work done, learn more about why tracking project time is important, or implement it today with Everhour!<\/p>\n\n\n\n<p>If you are managing a team of 5 or more and looking to boost efficiency, Everhour is the perfect tool to keep your team on track. With seamless time tracking, you can easily estimate task durations, set clear budgets, and generate detailed reports inside Asana, Trello, Jira, or any other pm tool.<\/p>\n\n\n\n<style type=\"text\/css\">\n\t#everhour-advanced-banner-block_63207ddd145f7 {\n\ttext-align:left;\n\tbackground-color:#deefef;\n\tbackground-position:right bottom;\n\tbackground-repeat:no-repeat;\n\tbackground-size:contain;\n\tbackground-image: url(https:\/\/everhour.com\/blog\/wp-content\/uploads\/2021\/07\/conversion-block-2@2x.png);\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__title {\n\tcolor:#333333;\n\ttext-align:left;\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__subtitle {\n\tcolor:#7c7c7c;\n\ttext-align:left;\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta {\n\ttext-align:left;\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta .button {\n\tborder-color:#e8585a;\n\tbackground-color:#e8585a;\n\tcolor:#FFFFFF;\n\tbox-shadow:0 3px 10px 0 rgba(238, 92, 87, 0.51), inset 0 3px 20px 0 rgba(238, 92, 87, 0.3);;\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta .button:hover, #everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta .button:active, #everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta .button:active:hover {\n\tbackground-color:rgba(255,255,255,0);\n\tcolor:#e8585a;\n\tbox-shadow:button_hover_shadow;\n}\n#everhour-advanced-banner-block_63207ddd145f7 .everhour-advanced-banner__cta .button:active {\n\ttransform:translateY(2px);\n}\n@media (max-width: 480px) {#everhour-advanced-banner-block_63207ddd145f7 {background-image: initial;}}<\/style>\n\n<div class=\"everhour-advanced-banner-container\">\n\t<div id=\"everhour-advanced-banner-block_63207ddd145f7\" class=\"everhour-advanced-banner banner-style-horizontal button-style-default\">\n\t\t<div class=\"everhour-advanced-banner__content\">\n\t\t\t\t\t\t\t<div class=\"everhour-advanced-banner__title\">Painless payroll and seamless invoicing with Everhour!<\/div>\n\t\t\t\t\t\t\t\t\t\t<div class=\"everhour-advanced-banner__subtitle\">Easily create invoices based on tracked time and expenses!<br\/>Connect with Quickbooks, Freshbooks or Xero!<br\/>Explore simple but flexible project billing with timely notifications!<\/div>\n\t\t\t\t\t\t\t\t\t\t<div class=\"everhour-advanced-banner__cta\">\n\t\t\t\t\t<a href=\"https:\/\/everhour.com\/signup?utm_source=article&#038;utm_medium=banner&#038;utm_campaign=blog_article&#038;utm_id=blog2024\" class=\"button button--lg button--solid action-button\" type=\"button\" target=\"_blank\">\n\t\t\t\t\t\tStart your journey\t\t\t\t\t<\/a>\n\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n<\/div>\n\n\n\n<p>If you find taxes and invoicing too complicated, check out our curated list of the <a rel=\"noreferrer noopener\" href=\"https:\/\/everhour.com\/blog\/taxes-memes-accounting-memes\/\" target=\"_blank\">best taxes and accounting memes<\/a> to have a bit of a laugh!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Knowing how to write an invoice is an important skill for any freelancer, lawyer, startup, or small business. And if you aren&#8217;t an established business and just starting, it is worth time to learn how to do it more effectively. Also, worth noting that the process is made significantly more efficient with the aid of [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":9466,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[146,135,132],"tags":[],"class_list":["post-9094","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hr-payroll","category-productivity","category-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Write an Invoice: Professional Tips and Examples<\/title>\n<meta name=\"description\" content=\"Learn how to write a clear and professional invoice with tips, templates, and best practices to streamline your billing process.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/everhour.com\/blog\/how-to-write-an-invoice-guide\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Write an Invoice: Professional Tips and Examples\" \/>\n<meta property=\"og:description\" content=\"Learn how to write a clear and professional invoice with tips, templates, and best practices to streamline your billing process.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/everhour.com\/blog\/how-to-write-an-invoice-guide\/\" \/>\n<meta property=\"og:site_name\" content=\"Time Tracking &amp; 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