The Business Invoice Checklist

An incomplete invoice is one of the most common reasons businesses face payment delays and disputes. Clients may reject invoices that are missing required information — particularly in regulated industries or when VAT/GST is involved. Use this complete checklist to make sure every invoice you send is professional, legally compliant, and impossible to argue with.

Section 1: Your Business Information

Business name (or your full name if a sole trader/freelancer)
Business logo (recommended for professionalism)
Business address
Phone number
Email address
Website (optional but recommended)
Business registration number (if applicable)
VAT/GST/HST registration number (if registered)

Section 2: Client Information

Client's full name or business name
Client's billing address
Client's email address
Client's purchase order (PO) number, if they provided one
Contact person name (for large companies)

Section 3: Invoice Identification

Invoice number (unique, sequential)
Invoice date (date you issued it)
Payment due date
Contract or project reference number (if applicable)

Section 4: Products and Services

Clear description of each product or service
Quantity (units, hours, etc.)
Unit price or hourly rate
Line total for each item
Discount (if applicable)

Section 5: Financial Totals

Subtotal (before tax)
Tax rate and tax amount (VAT, GST, HST, or sales tax)
Any other fees or charges
Total amount due (clearly prominent)
Currency (especially important for international clients)

Section 6: Payment Information

Payment terms (Net 30, due on receipt, etc.)
Accepted payment methods
Bank account details (for bank transfer)
PayPal or other digital payment links
Late payment fee policy (recommended)

Section 7: Additional Notes

A thank you note or personal message (builds goodwill)
Any specific terms or conditions relevant to the project
Return/refund policy if applicable

Country-Specific Requirements

Certain information is legally required depending on your location:

UK: VAT-registered businesses must show their VAT number, VAT rate, and VAT amount on all invoices. The document must be clearly titled "VAT Invoice."
Australia: GST-registered businesses must issue a "Tax Invoice" for sales over AU$82.50. Show ABN, GST amount, and whether GST is included.
Canada: Must show GST/HST registration number and the applicable tax rate on invoices.
US: Requirements vary by state for sales tax. Ensure you are collecting and remitting tax correctly in states where you have nexus.

Build a Perfect Invoice Every Time

Our free invoice generator is built with this checklist in mind — every field you need is already there. Fill in the details, add your logo, and download a professional PDF in minutes. No account required.