How to invoice customers and what is needed on an invoice
This is the most basic but most important document for your company and it is amazing how often people do not raise their invoices correctly and in a timely manner. by preparing and issuing your invoices correctly and promptly, you give yourself the best chance of being paid on time or even early!
We will shortly be adding our free invoice templates to the website help you but in the meantime, here is the Easy Accountants 13 step guide to ensuring your invoices provide the correct information.
2. Your business name and address
If you are trading as a limited company you will also need to include your registered office address and your Companies House registration number. Finally ensure you show your formal registered company name if you are using a trading name.
3. Your customers name and address
4. An invoice reference or number
5. The date the goods or services were provided
6. The date of the invoice
7. Details of the products or services and their cost
8. A total amount payable for th invoice
9. Payment terms for the invoice
10. Details of how to pay the invoice
- Your bank name
- Your account name
- Your account number
- Your sort code
Payment by cheque is reducing massivly but some people still prefer to use them but remember it can be really annoying to waste half an hour finding a parking space and waiting in the bank to pay it in to then be charged by the bank for the privilege so we suggest trying to discourage it where possible.
11. The customer's purchase order number (if they use this system)
12. For VAT invoices there is further information required as well
- The VAT rate and total amount of VAT charged (only if all products and services are subject to VAT at the same rate)
- or the amount of VAT and the VAT rate charged on each item
13. For a Limited Company Business the standard requirements relating to stationary
Of course an invoice should be as simply and clearly laid out as possible to make it as easy as possible for your customer to pay your business.
Our free template gives you a good starting point that can be edited and changed to suit your purposes. Remember it is best to then send the invoice as a .pdf if sending by email so the customer cannot easily alter it!
Finally, your invoice is part of your business brand and identity so always try to ensure it reflects your business using the same font, colours and logos as used elsewhere on your business cards, leaflets and website.