A first invoice checklist

Make the invoice easy to approve and pay

An invoice is both a payment request and part of your accounting evidence. The exact legal information depends on your structure, VAT status and customer.

Check before sending

• A unique, sequential invoice number.
• Your correct legal or trading identity and required address details.
• The customer's correct name and billing details.
• Invoice date, supply date and a clear description of what was supplied.
• Quantity, rate, net amount, discounts, tax and total where relevant.
• Agreed payment terms, due date and payment route.
• Purchase-order or project reference required by the customer.
• VAT number and VAT information if the business is VAT registered.
• Company number and registered-office wording where required for a limited company.

Do this now

Create one approved template in your bookkeeping system. Send a test copy to yourself, check it on a phone and confirm that the bank details, totals and due date are unambiguous. Protect any process used to change payment details.

What good looks like

The invoice matches the quotation or agreement, enters the accounts once, reaches the right contact and can be paid without a clarification email. You can see when it is due and what follow-up is scheduled.

Common mistakes

• Changing bank details by insecure email without verification.
• Numbering invoices inconsistently.
• Using a brand name but omitting required legal identity details.
• Describing work so vaguely that approval is delayed.

Keep in your roadmap

Record the template location, standard terms, payment route and person responsible for overdue follow-up.