Write invoices so that a customer and your bookkeeper can both understand them without another explanation.
A practical step-by-step approach
Confirm the customer and sale
Use the customer’s agreed name and contact details, and describe the product or service in everyday language. Match the invoice to the underlying order or work completed.
Check every amount
Confirm quantity, unit price, discounts, invoice currency and the total. Include tax only where it applies to your business and the transaction.
Make payment instructions unambiguous
Show the invoice number, issue date, due date and the payment method you actually accept. Keep any reference the customer needs to include with payment.
Review before sending
Make a final check of names, dates, calculations and attachments. Avoid sending a draft that will need immediate correction.
Record what happens next
Keep a copy of the sent invoice, note partial or completed payments and use the same invoice record for subsequent follow-up.
Your working checklist
- Customer details confirmed
- Description matches the work delivered
- Totals and currency checked
- Due date and payment reference clear
- Copy and payment status retained
Using an unclear description or the wrong invoice currency can create avoidable payment disputes.
Common questions
What if the customer pays part of an invoice?
Record the partial payment against the same invoice, keep the remaining balance visible and confirm the next payment date when appropriate.
Should I add tax to every invoice?
No. Tax treatment depends on your business, location and transaction. Confirm your obligations with an appropriately qualified local adviser.
Put the guide into practice.
See how Seylac helps growing teams organise the connected records behind daily business work.
General educational guidance only. Consult an appropriately qualified local professional for tax, legal or regulated financial requirements.