taxInvoice.appHow to make an invoice, step by step
Short answer: An invoice needs: the word 'Invoice' (or 'Tax invoice'), a unique invoice number, the issue date and due date, your business name, address and tax number, your customer's name and address, each item with quantity, price and amount, any tax shown separately, the total due, and how to pay. Countries add their own rules: GST in India and Australia, VAT in the UK.
The 8 parts of a professional invoice
| # | Part | Example |
|---|---|---|
| 1 | Title | “Invoice”, “Tax invoice” or “VAT invoice” |
| 2 | Invoice number | INV-0042, unique and in sequence (how to number invoices) |
| 3 | Dates | Issue date and due date (e.g. 14 days later) |
| 4 | Your details | Business name, address, email, tax number (GSTIN, ABN or VAT number) |
| 5 | Customer details | Name and billing address; their tax number for B2B where required |
| 6 | Line items | Description, quantity, unit price, line amount |
| 7 | Totals | Subtotal, discount, tax, total due |
| 8 | Payment details | Bank account, UPI or card link, and payment terms |
Step by step
- Pick the right type. Selling in India with GST? Use a GST invoice. Australia with GST? A tax invoice. UK and VAT registered? A VAT invoice. Shipping goods abroad? A commercial invoice. Sending a quote first? A proforma invoice.
- Add your details once. The generators save them in your browser for next time.
- Number it. Use the next number in your sequence. Never reuse one.
- Describe the work clearly. “Logo design, 3 concepts, 2 revisions” gets paid faster than “design work”.
- Show tax separately. Use the GST calculator or VAT calculator if you price tax-inclusive.
- State the terms. For example: “Payment due within 14 days by bank transfer.”
- Download the PDF and send it. Keep a copy; tax offices can ask for invoices years later.
Common mistakes that delay payment
- Missing or duplicate invoice numbers.
- No due date or payment details.
- Missing the customer’s purchase order (PO) number. Large companies often reject invoices without one.
- Charging tax when you are not registered for it, or forgetting to when you are.
Free tools for this
- GST invoice generator (India)
- Tax invoice template (Australia)
- VAT invoice template (UK)
- Commercial invoice (export)
Frequently asked questions
Can I make an invoice without a company?
Yes. Sole traders and freelancers can invoice in their own name. Some countries require a tax number on the invoice once you are registered for GST or VAT.
What is the difference between an invoice and a tax invoice?
A tax invoice is an invoice that meets the extra rules for GST or VAT, such as showing your tax number and the tax amount, so your customer can claim the tax back.
Should I send invoices as PDF?
Yes. A PDF looks the same on every device and is hard to edit by accident. Keep a copy for your records.