What to Include on an Invoice: Complete 2026 Checklist
Missing key information on your invoice can delay payment or cause disputes. Use this complete checklist to ensure every invoice you send is professional, legally compliant, and optimized for fast payment.
In This Guide
Essential Invoice Elements (Required)
Every invoice MUST include these elements:
✓ The word "Invoice" - Clearly labeled at the top ✓ Unique invoice number - Sequential numbering (INV-001, INV-002) ✓ Invoice date - The date you're issuing the invoice ✓ Due date - When payment is expected ✓ Your business name and contact info - Name, address, email, phone ✓ Client's name and address - Their billing information ✓ Description of goods/services - What you're charging for ✓ Quantity and unit price - Hours, items, or flat rate ✓ Total amount due - The bottom line ✓ Payment terms - Net 15, Net 30, due on receipt
Recommended Additions (Best Practice)
These aren't required but improve your invoices:
✓ Your logo - Professional branding builds trust ✓ Payment methods accepted - Card, bank transfer, PayPal ✓ Payment link - "Pay Now" button for online payment ✓ Late fee policy - "1.5% monthly interest on overdue amounts" ✓ Project/PO number - Reference number if the client provided one ✓ Tax breakdown - Separate line for sales tax if applicable ✓ Notes section - Thank you message or project notes
Legal Requirements by Region
Depending on where you operate, you may need:
United States: ✓ Business name (or DBA) ✓ Mailing address ✓ EIN only if requested on W-9
United Kingdom: ✓ VAT number (if VAT registered) ✓ Company registration number ✓ Registered office address
European Union: ✓ VAT identification number ✓ Your customer's VAT number (B2B) ✓ VAT amount and rate
Australia: ✓ ABN (Australian Business Number) ✓ GST amounts (if registered)
Check your local requirements—missing legal info can void invoices in some jurisdictions.
Quick Reference Checklist
Copy this checklist for every invoice:
☐ Invoice number ☐ Invoice date ☐ Due date ☐ My business name & address ☐ My email & phone ☐ Client name & billing address ☐ Line items with descriptions ☐ Quantities and rates ☐ Subtotal ☐ Tax (if applicable) ☐ Total amount due ☐ Payment instructions ☐ Payment terms ☐ Late fee policy ☐ Logo (optional but recommended) ☐ Thank you note (optional)
Frequently Asked Questions
Is an invoice number legally required?
In most countries, yes. Invoice numbers create an audit trail for tax purposes. Use sequential numbering and never reuse a number.
What happens if I forget to include the due date?
Without a due date, clients may delay payment indefinitely. Always specify exactly when payment is due (e.g., "Due within 15 days" or "Due by January 24, 2026").
Should I include my bank account number on every invoice?
If you accept bank transfers, yes. Include routing number and account number. Many freelancers prefer payment links (Stripe, PayPal) for security and faster payment.
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