HOW TO CREATE AN INVOICE: Best Guide to Create a Standard Invoice

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You have the option of creating an invoice manually or with accounting software. However, it’s crucial to make sure your invoices contain everything necessary to secure prompt payments, regardless of how you prepare them. Organizations send and receive invoices all the time, but paying them on time is a big problem. But an increasing number of companies are failing to send out appropriate bills. Establishing precise bookkeeping procedures is crucial for enhancing your company’s financial stability. Read on to learn about the functions for invoices and how you can create an invoice in word.

What Is an Invoice?

An invoice is a record that the seller provides to the customer to request payment. It consists of the price of the goods or services obtained by the buyer. So, if an invoice lists the names of the seller and the client, the description and cost of the goods or services, and the terms of payment. Then, it can also serve as proof in a court of law.

Which Transactions Demand an Invoice?

The rules governing invoicing are more permissive in the US than in other nations. Business-to-consumer (B2C) sales do not require an invoice, so the only record you need to send is a payment receipt. However, if a client (a consumer) requests that you send them an invoice, you must comply. For some business-to-business (B2B) transactions, as well as if your company imports or exports products, invoices may be necessary.

In addition, for information on your local invoicing regulations, you should contact your state government. Also, whether you sell your goods online or to people who live in another country but buy from you, you should definitely send them an invoice.

Functions for Invoices

To request payments, businesses must deliver invoices. An invoice is a legally binding way to show that both parties agree on the price and terms of payment. However, using invoices has additional advantages. They include:

#1. Retaining Records

The ability to maintain a legal record of the sale is the main advantage of an invoice. This makes it easy to find out who bought and sold goods and when.

#2. Payment Monitoring

An invoice is a crucial piece of accounting equipment. Keeping track of payments and balances outstanding benefits both the buyer and the seller.

A proper invoice can serve as proof that the customer and seller agreed on the price. It shields the retailer from false lawsuits.

#4. Simple Tax Filing

Tracking sale invoices helps the organization accurately record income and pay the right taxes.

#5. Business Analytics

Businesses can learn about their customers’ purchasing habits and uncover trends, popular goods, peak purchase periods, and more by analyzing invoice data. This aids in creating marketing plans that work.

What Is Included in an Invoice? 

You must include the following information on an invoice for it to be valid, whether you’re selling to another business or a customer asks for one:

  • The word “Invoice” stood out in a big way.
  • full names and addresses of you and your clients
  • Date of the invoice
  • The deadline for payment
  • a distinct order number
  • a breakdown of the goods or services offered for sale
  • The availability and cost of each good or service
  • Date of delivery of the goods or services
  • The entire amount owed

Also, if you import or export items, you may have to say where they came from and where they entered the country. You might also need to charge sales tax on your invoices. Examine the local criteria before issuing an invoice since each state and county has distinct tax rates and laws.

How Do You Create an Invoice?

To make sure your client sees the invoice and pays it on time, it’s important to know what should be on it and how to put it together right. Fortunately, with effective online invoicing software, making the ideal invoice is simple. Below are ways to create an invoice:

#1. Customize Your Invoice

Customizing your invoices might increase consumer awareness of your brand. The invoices seem more professional and reflect the ideals that your company wants to convey to its clients thanks to the colors, fonts, logo, and other branding elements. However, to keep consistency and be easily identified around the board, make sure the invoice design matches the components and colors of your website, social media accounts, and other content sites.

#2. Add a Skilled Header

The invoice should begin with a polished header that includes the company name, logo (if any), address, and contact details. Add the client’s company name, the contact person’s name, and their exact contact details after that.

#3. Include Invoice Information

For the customer’s convenience, mark the paper with the word “invoice.” Add a distinct invoice ID number so you can keep track of your transactions. The invoice ID typically consists of alphanumeric characters and contains specific data, like the project name or the date the invoice was issued. Hence, to avoid misunderstandings, each organization should select and adhere to an invoice numbering system that is suitable for them.

#4. Specify the Dates

To create a timeline and keep track of payments, including both the supply date—the day the products or services are delivered—and the date the invoice is issued.

#5. Description of the Provided Goods or Services

All items sold or services provided by the company in exchange for payment within the specified billing period should be listed on the invoice. Include the quantity, price per unit, and subtotal of each sold item. Also, include the amount of time spent on each line item and specify the particular service when providing services.

#6. Include the Terms of Payment

To create an invoice, include the tax information that pertains to the sale, which varies based on the laws of the country, the local tax rate, the type of business, and other elements.

Furthermore, the total tax obligation is often computed from the final invoice amount and shown at the bottom of an invoice with many line items. Instead of figuring the tax on each item, you can divide the tax amount according to the many tax categories that billable items belong to.

#7. Add Explanations and Conditions to the Notes

Even if invoices are self-explanatory, confusion might still occur. Customers can fail to notice, for instance, that you have added a discount to one of your products. This can be avoided by including a footnote explaining the discount so that the consumer is aware that higher prices for identical goods may appear on future bills.

Do I Need to Invoice for My Small Business? 

You have a variety of responsibilities as a small business owner, including managing staff, maintaining inventory, and interacting with clients. To that end, keeping the business afloat and accepting payments are frequently your main priorities. Because of this, it’s crucial to think about other payment methods. The use of invoicing in this situation. One of the most well-known and dependable instruments for remote payments is invoicing.

How to Create an Invoice in Word

Finished setting up your first Word invoice? You must adhere to a few important procedures, particularly with regard to the invoicing components, if you want to make professional invoices without using invoice templates. The following information will teach you how to create an invoice from scratch in Microsoft Word:

#1. Create a New Empty Document

To create an invoice in Word, open Word, click “File,” and then select “New Document” from the menu to begin creating your custom invoice from scratch. Open a brand-new, empty document. Remember that you will need to construct your own entry fields with this option since it won’t have the same preformatted structure as a Microsoft Word template would. This may require more work than simply choosing an invoice template. However, because you’ll have greater control over the design and functionality of your invoice, this is a worthwhile trade-off for companies with specialized invoicing procedures.

#2. Design a Header for an Invoice

In the document, add a header. The logo, name, and contact information for your company should appear on the invoice header. Additionally, it must state unequivocally that it is an invoice.

#3. Include the Invoice Date

Next, to create an invoice in Word, include the document’s invoice date. This belongs towards the top-right portion of your Word document, usually. Directly beneath your invoice headline, include the current date. Under the invoice date, you can also write the date when your payment is due.

#4. Add a Special Invoice Number

Add a distinct invoice number to the document’s top. While reviewing an invoice with a customer or filing them for your company’s records, invoice numbers are utilized as a point of reference. The numbering system you’ll employ for your invoicing procedure should be decided upon in advance and adhered to. Numbering invoices numerically, beginning with Invoice #001, then Invoice #002, and so on, is the simplest method.

An excellent idea if you struggle to keep your invoices organized is to use an invoice generator and organization software. Along with a few free invoice templates that we’ll look at later, FreshBooks offers a variety of invoicing software choices that help automate this procedure and keep your payments organized.

#5. Add Your Client’s Contact Information

Include information about your client’s company, such as the name of the company, the logo, the contact person’s name, address, phone number, email address, and potentially the client’s purchase order number. Make sure the contact information on your invoice is accurate; if your client’s business has an invoicing or accounts receivable department, you may be required to list that individual instead of your regular point of contact.

#6. Compile a List of Specific Goods or Services

Make an itemized inventory of the goods and services you rendered to the company or client next. A concise explanation of each service, the number of hours performed or items supplied, and the fee should all be listed. Subtotal each service separately. It’s frequently simplest to make a table in your Word invoice so that your goods and services are easily displayed.

#7. Show the Full Amount Owed

To create an invoice in word, list any applicable taxes after totaling all fees. The invoice should then include the entire amount owed and prominently show this information at the bottom. To make it as clear as possible, label it “total” or “grand total.”

#8. Include the Payment Due Date

To prevent late payments, include a payment due date on the invoice. Give as much information as you can when stating the payment due date. Include the precise date, such as “Payment Due December 31, 2018,” rather than just “Payment Due in 30 Days.”

#9. Specify How You Plan to Pay

At the very bottom of the document, include your payment terms. Include the methods of payment you take and specify any late fines you’ll impose for payments that are made beyond the due date, assuming your client accepted your payment terms when hiring you for the job.

How Do I Create an Invoice for a Small Business? 

  • Distinctive invoice number
  • Date of delivery of the products or services.
  • An explanation of the good or service.
  • The amount owed with a deadline.
  • Payment conditions and guidelines.
  • Sum and date of most recent payment.

What Is an Invoice Example?

If a retailer buys products from a manufacturer, the products are transported to the receiving department of the retailer, and an invoice is submitted to the accounting department of the store.

Can You Use Excel to Create Invoices?

Using a template that you may modify for your company, you can produce invoices that appear professional. It can be printed or filled out in Word or Excel and sent electronically as a PDF.


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