Invoicing is one of the most important steps in making sure you get paid. But as many business owners will attest to, creating invoices for every order can quickly become a hassle. The good news is it doesn’t have to be.
In this article, we’ll cover how to create a professional invoice fast using an invoice generator, by creating your own invoice template, or by streamlining the process with invoice software.
1. Use our free invoice generator
Using our free invoice generator, you can create a customised, professional invoice in just a few steps. Here’s how it works:
- Fill in your client info. Enter your client’s name and address details.
- Fill in your info. Enter your company name and contact details.
- Add your products and services. Enter your invoice number, invoice date and payment due date, as well as itemised details and costs of each product and/or service provided. You can also enter tax and discount details here.
- Customise your invoice. Change the design, color scheme, font and font size, and add your business logo.
- Preview and download your invoice. 30 seconds down and you’ll have an invoice ready to go!
2. Create your own invoice template
Another trick for creating invoices quickly is having a good invoice template to work from. Using a template each time you create an invoice helps avoid unnecessary copying and pasting and time-consuming formatting.
Depending on your type of business and what you sell, you might be able to use a single template for all invoices, or you might prefer to choose from a couple of templates for different needs.
There are several ways to create your own invoice template:
- Use our free invoice template. This includes the basic information you need to create an invoice.
- Use Microsoft Word or Google Docs. Both have existing invoice templates you can tweak to suit your needs.
- Use Microsoft Excel or Google Sheets. Spreadsheets are handy if you want your invoice template to include formulas that automatically calculate totals and taxes.
- Use templates that come with your invoice software. QuickBooks Online has a range of invoice templates you can use.
TIP: Each time you fill out your invoice template, save it as a PDF before sending it to the client. This ensures it can’t easily be edited by other people.
What to include in your invoice template
The exact layout of your invoice template will depend on your business, but there’s some key information that should always be included.
1. Your business details
Include your business name and address. Adding a business logo is also an optional but professional touch.
TIP: If you’re registered for GST, you’ll also need to include your GST registration number and include the words ‘Tax Invoice’ on your invoice.
2. Your client’s details
Identify the person or business that you’re billing, including their name and address.
3. Invoice number and date
Include a unique invoice number on every bill. This can be any string of numbers and/or letters that makes it easy for you, and the client, to keep track of invoices.
4. Description of the goods or services provided
List the products or services supplied. It’s a good idea to break down each product or service on a separate line, including the quantity or units, cost and associated taxes for each item.
5. The total amount due
Make the total invoice amount bold and easy to find. If you charge GST, you’ll need to show two separate totals: one excluding GST and one including GST.
6. PO number or reference number
If your client has given you a purchase order number or reference number, include it. This will help ensure you get paid on time.
7. Payment terms
Include the payment due date and payment methods, such as your bank account details. If you have any other payment terms, such as a discount for early payment or a fee for late payment, you should spell these out too.
Sample invoice template: Singapore businesses
Below is an example of what a simple invoice template should look like, according to the IRAS. If you’re in Singapore, this is a good reference point for making sure your own invoice template has all the necessary details.
3. Use invoice software
If you’re ready to level up your invoicing process, there’s really no better way to manage higher volumes and recurring invoices than with the right software.
Here’s how invoice software like QuickBooks speeds up and automates a lot of the processes around billing:
- Save customised invoice templates. Create, save and retrieve your invoice templates in just a few clicks.
- Schedule recurring invoices. Easily schedule recurring invoices to be generated and sent to your clients automatically by email – no admin on your part.
- Convert quotes to invoices. If you’ve provided a quote to a client, QuickBooks can convert it to an invoice for you and deliver it to the client by email.
- Automatic invoice reminders. Set up automated reminders to be sent by email when a client’s due date is approaching.
- Generate invoices from anywhere. Create and send invoices from any device, in any location, using QuickBooks Online Mobile app.
- Track payments in real time. See who’s paid and who hasn’t at any time, from anywhere.
Each of the methods above can be used to make an invoice in as little as 30 seconds. Choosing the right approach depends on what stage your business is at and the complexity of your invoicing process.
See how QuickBooks can streamline and simplify your invoicing process.
No credit card required.