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invoice-check

First Invoice Checklist

Everything you need to include in a professional invoice - and when to send it.

✓ FREE CHECKLIST

Essential Information

Your business name (or your name)

Client needs to know who they're paying

Invoice number

Helps both parties track payments

Invoice date

Establishes when the invoice was issued

Payment due date

Sets clear expectation for when you expect payment

Client's name and business name

Ensures the invoice reaches the right person

Detailed description of work completed

Client knows exactly what they're paying for

Total amount due

Clear, prominent display of what's owed

Payment methods accepted

Client knows how they can pay you

Your contact information

Client can reach you with payment questions

Optional but Helpful

Purchase order number (if client provided one)

Some companies require this for accounting

Late payment terms

E.g., 'Payment due within 14 days. 5% late fee after 30 days'

Tax information (if applicable)

Required in some locations or for certain business types

Discount for early payment

Incentivizes faster payment

When to Send Your Invoice

For completed projects

Send invoice immediately upon completion or delivery

Why: While the work is fresh in the client's mind

For ongoing work

Send on a regular schedule (e.g., every Friday, end of month)

Why: Creates predictability for both parties

For large projects

Consider milestone invoicing (e.g., 50% upfront, 50% on completion)

Why: Protects you from non-payment after investing significant time

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Pro Tips:

  • Use invoicing software (Wave, FreshBooks, PayPal) to look professional
  • Save a copy of every invoice you send
  • Follow up on unpaid invoices after the due date - politely but firmly
  • Consider requiring a deposit for new clients