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Invoicing guides

Short, practical guides for freelancers and small businesses: what goes on an invoice, how to number it and how to get paid on time.

How to Make an InvoiceCreate an invoice step by step, check a worked example with correct totals, then send it, follow up and issue a receipt.What to Include on an InvoiceThe fields every invoice needs, plus a country table: US, UK, Canada, Australia, Ireland, New Zealand, Germany and the Netherlands.Invoice Numbering Made SimpleUnique, sequential, no gaps: how to build an invoice numbering system, with format examples and what to do with a cancelled invoice.Proforma Invoice vs InvoiceProforma or real invoice? A comparison table, the right moments for a proforma and how to switch to the final invoice.Quote vs Estimate: What’s the Difference?Quote, estimate, bid or proposal? What each one promises, what to put in it and how to turn an accepted quote into an invoice.Payment Terms: Net 30 and OthersNet 30, due on receipt, 2/10 Net 30, EOM: what each term means, how to work out the due date and what late-payment law allows.

Where to start

These guides answer the questions people ask when they send their first invoices, and the ones that come up later when clients pay late or ask for a different document.

  1. New to invoicing? Read how to make an invoice for a step-by-step walk-through, then what to include on an invoice for the fields that make it valid.
  2. Setting up your numbering? The invoice numbering guide explains sequential series, prefixes and what to do after a mistake.
  3. A client wants a document before paying? Compare a pro forma invoice and a real invoice.
  4. Pricing a job? Learn the difference between a quote and an estimate.
  5. Getting paid on time? Read Net 30 and other payment terms, including late-payment interest.

When you are ready, open the free invoice generator or start with a quote, a receipt or a credit note. Prefer a blank file? The invoice templates page has Word, Excel and PDF versions.

Each guide states when its rules were last checked. Country requirements live on the country pages, for example the Ireland invoice template and the New Zealand invoice template.

Frequently asked questions

Are these guides tax advice?
No. They explain common rules in plain English and link to the official sources. Every country rule we use has a source and a review date. For decisions about your own business, such as registering for VAT or GST, talk to an accountant or tax adviser.
Which guide should I read first?
If you have never sent an invoice, start with how to make an invoice, then check what to include on an invoice. Both take a few minutes and end with a worked example you can copy.
Do the guides cover my country?
The guides explain the general rules and point out where countries differ. For country detail, open the country pages, such as the UK, Australia or Canada invoice templates, which list each required field with its legal reference.
Can I make the documents described in the guides here?
Yes. Every guide links to the matching free editor: invoices, quotes, receipts, pro forma invoices and credit notes. Nothing is uploaded; your documents stay in your browser and you download the PDF yourself.

Related

InvoiceFree online invoice generator: fill in seven short steps, pick one of 12 designs and download a PDF. No sign-up, no watermark, nothing uploaded.TemplatesInvoice designs to fill in online plus blank Word, Excel and fillable PDF templates, free and without sign-up.SignatureFree online signature generator: draw your signature or type it in a handwritten, cursive font. Download a transparent PNG or SVG. Nothing is uploaded.

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