Invoice Structure: Details to include in your Invoice
Unlike some government-issued tax documents in Malaysia, invoices aren’t standardised. The invoice you get from one contractor might look a bit different from the invoice you get from another.
But all invoices are built of the same building blocks, with the following components:
- Your business’s name, address, email address, and contact information
- An invoice number for record keeping, to establish a paper trail of information for yours and your customers’ accounting records
- The customer’s name and contact information
- The date of completed service
- A description of goods or services, to a level of specification that describes what you provided at the unit level
- How many units your customer ordered
- The rate or price per unit
- The total number of units
- A total amount owed
- Any fees or tax that your company needs to apply to the amount due
- The date payment is due
To make your invoices look professional, you may also want to add your logo and customise your design. Many templates allow you to upload your logo and customise details such as borders and colours.
Create Invoice Templates to Send Electronically
Alternatively, you may want to consider electronic invoicing. Cloud-based accounting software, such as QuickBooks Online, comes with electronic invoice templates. The templates ensure you remember all the important details, and they let you personalise the invoice by uploading your logo. Then, you simply send the invoices to your clients with the tap of a button. And because your clients can see the invoice on their computer or mobile device, using this option is a great way to keep your business mobile friendly. As an added bonus, you can save the information you enter. That way, you don’t have to start from scratch when you’re invoicing a regular client. See our free downloadable Invoice Template and invoice checklist as an example.
Use Cloud-Based Accounting Software to Send Invoices Quickly
When you use cloud-based accounting software, such as QuickBooks Online, the option to create and send professional invoices is already built in. This feature helps ensure you don’t accidentally enter incorrect information into your accounting records. It also saves you time by calculating sales tax, handling currency conversions, and creating purchase orders in just a few simple steps.
With QuickBooks, invoices can also be sent via Whats App. This makes sending a breeze, especially when you’re on the go and want to send invoices from your mobile phone.