How to write an invoice that gets paid
A good invoice is boring in the best way: complete, clear and impossible to misread. Here is everything it needs.
What every invoice must include
- The word “Invoice” and a unique, sequential number (INV-001, INV-002…).
- Issue date and a due date.
- Your name or business name, address and contact details.
- Your client’s name and address.
- A description of each item or service, quantity, unit price and line total.
- Subtotal, tax (name and rate) and the total amount due in a stated currency.
- How to pay: bank details, payment link or other method.
What your invoice needs, by country
A quick reference. Rules change — always check with your accountant.
| Country | Tax ID to show | Main tax rate | Mandatory e-invoicing (B2B) |
|---|---|---|---|
| India | GSTIN · HSN/SAC | GST 5% / 18% | Partly / phasing in IRN > ₹5 Cr |
| United States | EIN (optional) | Sales tax (state) | No |
| United Kingdom | VAT no. | VAT 20% | No 2029 |
| Germany | St.-Nr. / USt-IdNr. | USt 19% / 7% | Partly / phasing in 2027–2028 |
| France | SIREN/SIRET · TVA | TVA 20% | Partly / phasing in 2026–2027 |
| Spain | NIF | IVA 21% · IRPF | Partly / phasing in 2027–2028 |
| Italy | Partita IVA | IVA 22% | Yes SdI |
| Japan | 登録番号 T+13 | 消費税 10% / 8% | No |
| Brazil | CNPJ / CPF | ICMS / ISS | Yes NF-e / NFS-e |
| Mexico | RFC | IVA 16% | Yes CFDI 4.0 |
Tax details
If you are registered for sales tax, VAT or GST, show your tax number and the tax amount separately. In the UK and EU a VAT invoice must show your VAT number; in India a GST invoice needs your GSTIN and the HSN/SAC code; in the US most freelancers do not charge sales tax on services, but rules differ by state.
Payment terms that work
“Net 14” or “due within 14 days” is common for freelancers. Shorter terms get paid faster. Put the due date as a real date, not just “Net 30”, and send the invoice the same day you finish the work.
E-invoicing: when a PDF is not enough
More countries now require business-to-business invoices to be sent in a structured electronic format through an official network. Italy and Belgium already do, Poland is rolling out KSeF in 2026, France requires all companies to be able to receive e-invoices from September 2026, and Germany and Spain follow in 2027–2028. PDF invoices remain fine for consumers, for clients abroad and in most other countries — but check your local rules.
Common mistakes
- Reusing or skipping invoice numbers.
- No due date, so the client pays “whenever”.
- Vague descriptions like “work done”.
- Forgetting payment details.