Invoice template
Small business invoice template
Whatever you sell, a good invoice does the same job. It tells the customer who is asking for money, what for, how much, and by when. Here is what to put on it.
Service call
Paid- Service call$75.00
- Labor, 2 hrs$160.00
- Materials$42.00
Total$277.00
A sample service call invoice. “Fill in this template” opens it with these lines ready to edit.
What to list on a small business invoice
- Your business name, address, email and phone number, and your customer’s name and address.
- The word “Invoice”, a unique invoice number and the date you sent it.
- A due date, written out in full, such as 28 March.
- One line for each thing you did or sold, with a short description.
- Hours times your rate for time, and a quantity times a price for goods.
- Materials, travel or other costs on their own lines, apart from your labor.
- Any tax you charge, then the total due.
Keep descriptions short and specific. “Fence repair, two panels” is better than “work done”. If the customer can see what each amount is for, they have less to ask you about before they pay.
Deposits, quotes and repeat work
For bigger jobs, send a quote first and ask for a deposit when the customer agrees. On the final invoice, list the full price, then the deposit already paid as a deduction, and show the balance due below it. Our guide to invoice vs estimate explains how the two fit together.
If you bill the same customer every week or month for the same thing, set the invoice to repeat. You stop retyping it, and the customer gets it on the same day each time.
Payment terms for any small business
Say when you expect to be paid, and put the exact due date on the invoice. Due on receipt works for most small jobs. Net 14 or Net 30 is common when the customer is a business with an accounts team. Our guide to invoice payment terms explains the usual options.
Make paying easy. A link or a QR code that opens a payment page, where the customer pays by card or bank, gets you paid sooner than a check in the mail. A polite reminder a few days after the due date helps with the ones who forget.
Keeping records
Number your invoices in order and keep a copy of every one you send. You will want them at tax time, and when a customer asks what they paid for months later. Rules differ by place, so check with an accountant about what you must keep and for how long.
Questions
Do I need an invoice number?
Yes. A unique number on each invoice makes it easy to find later and to tell your customer which one they are paying.
When should I send the invoice?
As soon as the work is done, or when you deliver the goods. The sooner it goes out, the sooner the due date arrives.
Can I charge a deposit?
Yes, if you agree it with the customer first. Put it on the quote, and show it as a deduction on the final invoice.
Keep going
Other templates: plumbers, electricians, hvac, house cleaners, lawn care, handymen, mobile mechanics, consultants, designers, writers, photographers, tutors and coaches, event pros, landlords. Join the waitlist to send invoices and get paid from your phone.