How to Write an Invoice: Simplify Your Billing Process with Invoice Templates

9 min read

Marinda K.

Masterful Salesforce Scribe with an eye for detail

Updated: Jan 13th, 2025

If you have ever ordered something, you were probably given an invoice indicating the products, quantities, and the agreed price. In simple terms, an invoice serves as a request for payment and typically has the name and contact information of the seller, the name and contact information of the buyer as well as an itemized list of the goods or services provided, the payment terms, and the total amount due. Invoices must also have the date of the transaction, an invoice number, terms of the deal, and payment methods.

Invoices serve several purposes, such as tracking what customers owe, monitoring cash flow, and helping companies receive payment in full and on time. They are an essential part of financial accounting, tax reporting, maintaining audit trails, and being compliant with regulations.

What Does an Invoice Look Like?

As a business owner, freelancer, or contractor, invoicing is a crucial part of your billing process. When creating an invoice, it is important to make sure that you have all the elements that follow:

1. Title: The document should clearly state “Invoice.”

2. Invoice number: A unique number helps in tracking and reference.

3. Invoice date: The date when the invoice is issued.

4. Due date: The date when the payment should be made.

5. Seller information: Name, address, contact details, and any other relevant information about the seller.

6. Buyer information: The buyer’s name, address, contact details, and any other relevant information.

7. An itemized list of products or services: This should include a description, quantity, unit price, and total price for each item or service provided.

8. Subtotal: This is the total amount before any taxes or discounts are applied.

9. Taxes: Any applicable taxes, such as sales tax or value-added tax (VAT), should be added to the invoice.

10. Total amount due: The total amount that the buyer is required to pay.

11. Payment terms and methods: Details of how and when the payment should be made, including any late payment fees or penalties.

12. Terms and conditions: Any additional terms and conditions related to the sale, such as return policies or warranties.

You may also want to include the following:

13. Company logo: This is a nice professional touch and assists with brand recognition.

14. Shipping or handling charges: If applicable, the cost of shipping or handling the goods.

15. Notes: Any additional information or instructions related to the invoice. You can also add a personal thank you note here.

16. Discounts: Any discounts applied to the total amount.

Creating Invoices: How to Fill out an Invoice?

There is a lot of information that should be included – some of it required by law – and you can simplify your life by creating invoices online. There are several benefits to generating invoice documents with online invoice templates. Let’s unpack this:

When comparing creating invoices from scratch, online templates save time and effort.

Online invoices pre-populate fields with standard information, reducing manual data entry and potential errors.

Many templates offer polished, consistent, and professional-looking invoices, making them look professional and credible, especially compared to documents created from basic spreadsheets.

Online templates often come with features for storing client and invoice data. This simplifies record-keeping and future reference.

Some templates integrate with payment gateways, allowing customers to pay directly through the invoice, resulting in faster payments and fewer manual tasks.

Online templates offer flexibility and convenience as they are accessible from any device with an internet connection.

Why not use Titan’s document generation tool to generate invoices from Salesforce? Let’s unpack how you can make an invoice template with Titan Docs in ten easy steps:

1. Access Titan Docs: Log in to your Titan Docs account and navigate to the invoice template you want to customize.

2. Brand Your Invoice in the Header: In the header section of the invoice template, use the ‘Insert/Edit image” option to add your company logo, name, and any other branding elements to personalize the invoice. Remember to add a heading that clearly states “Invoice”.

3. List Your Company Name and Information: Ensure that your company name is prominently displayed on the invoice, along with any other relevant information, such as your business registration number or tax ID. You can sync this information from Salesforce by using the “Insert/Edit field” option.

4. Fill Out Your Contact Details: Use the same “Insert/Edit field” to add your contact information from Salesforce, the system, a Titan Web project, or a submission. As Titan Docs is seamlessly integrated with Salesforce, you can add information from any object, such as your company’s name and contact information. Similarly, add the customer’s information, including name, address, phone number, and email address from Salesforce.

5. Select Dates on Your Invoice: Add fields for the invoice and due dates. You can use the date picker by clicking the “Insert/Edit Interactive field” option.

6. Include Details of Goods and Services: Use the invoice template to list the details of the goods or services provided, including a description, quantity, unit price, and total price for each item. Again, you can sync this information from Salesforce by using the “Insert/Edit field” option.

7. Add Payment Information: Use the “Insert/Edit Barcode” option to create a barcode or QR Code. These codes can be integrated with Salesforce objects.

8. Add a Signable Field: Click the “Signature option” to configure electronic signature or initials fields. You can select a simple signature, digital invisible or digital visible signature type with e-signatures for Salesforce.

9. Save and Preview: Once you have customized the invoice template to your liking, save your changes and preview the invoice to ensure that everything looks correct.

10. Send the Invoice: After you have finalized the invoice, you can send it to your client via email or print it out and send it by mail.

Create Invoice Templates Online for a Smooth Invoicing Process

Creating an invoice from scratch every time you need to bill a client can be time-consuming. Fortunately, you can create templates online with Titan’s document generation for invoices and e-signatures for Salesforce to simplify the process. Here are some popular invoice templates you can use:

Business Invoice Template

This general-purpose invoice is suited to any type of business transaction and is used to bill clients for products, services, or both. It is ideal for one-off projects or regular billing.

Hourly Rate Invoice Template

This type of invoice can be specifically designed for freelancers or contractors who charge by the hour or for invoices based on the time spent on the project or service. It includes hourly rates, the number of hours worked, and the total amount due.

Shipping Invoice Template

A shipping invoice template is used to document the shipment of goods from a seller to a buyer. Apart from the normal invoice elements, it includes shipping information such as package weight, dimensions, shipping method, and cost.

Timesheet Invoice Template

This type of invoice template is similar to the hourly rate invoice but it would include a detailed timesheet documenting the specific tasks that were completed and the hours it took, either by employees, freelancers or contractors.

Proforma Invoice Template

A proforma invoice template is used to provide a preliminary bill of sale before the actual goods are delivered or services are provided. It provides an estimated cost breakdown for the buyer and may be needed for customs clearance. It is often used to secure an order or agreement before the actual delivery of goods or services.

Freelancer/Contractor Invoice Template

This template is tailored for freelancers, independent contractors, or professionals to bill clients for their services. It includes fields for a project description, contract reference, completed hours, and fees due based on an hourly rate or project costs.

Commercial Invoice Template

A commercial invoice template is used in international trade to document the sale of goods between a seller and a buyer. These invoices provide details about the goods being exported or imported, their value, and any relevant information required for customs clearance. It is used to comply with customs regulations and to provide a record of the goods being shipped.

Email Invoice Template

An email invoice template is used to send invoices to clients via email. It includes the same information as a standard invoice but is formatted for easy transmission via email.

No-Code Invoice Generator: Simplify Your Billing with Titan Docs

If you don’t have the time or resources to create your own invoice templates, we suggest that you use an online document generation software like Titan Docs. With Titan Docs, you can generate an invoice with just a few clicks, and the software will automatically fill in the necessary information. This can save you time and ensure that your invoices are accurate and professional.

In conclusion, invoicing is an essential part of your billing process, but it doesn’t have to be a tedious task. By using invoice templates, you can simplify the process and ensure that you get paid on time. Whether you create your own templates or use an invoice generator online, invoicing can be a smooth and stress-free process with Titan Docs.

Frequently Asked Questions

What must legally be on an invoice?

Legal requirements for invoices can vary depending on the country and type of transaction, but generally, invoices must include the following information:

Invoice date: The date when the invoice is issued.
Invoice number: A unique identifier for the invoice, which helps in tracking and reference.
Seller information: Name, address, and contact details of the seller.
Buyer information: Name, address, and contact details of the buyer.
Description of goods or services: A detailed description of the goods or services provided, including quantity,
unit price, and total price.
Payment terms: Details of how and when the payment should be made, including any discounts or late payment
fees.
Total amount due: The total amount that the buyer is required to pay.
Tax information: Any applicable taxes, such as sales tax or value-added tax (VAT), including the tax rate and
amount.
Currency: The currency in which the invoice is issued if different from the buyer’s currency.
Terms and conditions: Any additional terms and conditions related to the sale, such as return policies or
warranties.

In some countries, there may be additional requirements, such as including the seller’s tax identification number or business registration number. It’s important to check the specific legal requirements in your country or region to ensure that your invoices comply with the law.

How do I write an invoice for freelance work?

When writing an invoice for freelance work, it’s important to include the following key elements:

Unique Identification and Date: Each invoice should have a unique identification number and include the date of
issue.
Client and Freelancer Information: Include the client’s name, address, and contact details, as well as your own
business name, address, and contact information.
Description of Services Rendered: Provide a detailed breakdown of the freelance services you offered, including
the amount charged for each service and the total amount.
Due Date: Clearly specify the date by which the client needs to pay the invoice to ensure prompt payment.
Payment Options and Terms: Include information about the accepted payment methods and any specific terms related
to payment, such as late payment fees.
Taxes and Fees: If applicable, include any taxes, additional costs, or fees incurred during the provision of
services.

Make sure to include follow-up information that will make it easy for the client to contact you with any questions regarding the invoice or payment.

How do I write an invoice for services?

To write an invoice for services, follow these steps:

Start with Your Company Details and Client Information: Include your business name, address, phone number, and email at the top of the invoice. Also, include the client’s name and contact information.
Add a Unique Invoice Number, the Invoice Date, and the Due Date: Assign a unique invoice number, include the date of issue, and specify the due date for payment.
Write a Description for Each of the Services Provided: Provide a detailed description of the services rendered, including the date and time of service, the hourly rate, and the total amount due.
Add Up the Total Amount Owed: Calculate the total amount owed for the services provided.
Include Your Payment Terms and Accepted Payment Methods: Specify the payment terms, such as the due date, and outline the accepted payment methods.
Thank Your Customer for Their Business: Conclude the invoice with a professional thank-you message.

By including these elements, you can create a professional and comprehensive invoice for the services you have rendered

How do I write an invoice for contract work?

Invoices for contract work are issued for work governed by a formal contract outlining specific deliverables, milestones, and payment terms. Here are the key steps to write an invoice for contract work:

Invoice Title and Number: Clearly label the document as an “Invoice” and assign it a unique identification
number for tracking and reference purposes.
Client Information: Provide the client’s name, address, and contact details to ensure the invoice reaches the
correct recipient.
Description of Services: Clearly outline the services rendered, including a detailed breakdown of the work
performed, the quantity, and the agreed-upon rate.
Payment Terms and Due Date: Specify the payment terms, such as the due date and any late payment fees, to set
clear expectations for payment.
Taxes and Additional Charges: If applicable, include any taxes or additional charges associated with the
services provided.
Payment Options: Clearly state the accepted payment methods and any specific instructions for payment.

How do I write an invoice for hours worked?

To write an invoice for hours worked, follow these steps:

Hourly Rate Calculation: Calculate the total amount due based on the hourly rate and the number of hours
worked.
Invoice Creation: Use Word, Excel, or online accounting software to create the invoice. Title the document
“Hourly Invoice” and include your business name, address, phone numbers, invoice number, date of issuance, and
due date.
Client Details: Include the client’s name, postal address, phone number, and email address.
Task Breakdown: Create a table with columns for the task description, hourly rate, number of hours worked, and
the cost of each task.
Payment Information: Clearly state the total amount due, accepted payment methods, and any specific terms
related to payment.
Invoice Numbering: Assign a unique invoice number for tracking and bookkeeping purposes.

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