What information should I put on an invoice?

Every invoice should include your business name and contact info, client name, invoice number, issue date, due date, a list of services or products with quantities and prices, subtotal, tax (if applicable), total due, and payment instructions.

Do I need to include tax on my invoice?

It depends on your location and what you sell. In the US, sales tax rules vary by state and service type. Many small businesses charge sales tax if required by their state. SpeakBill lets you save a default tax rate and edit it per invoice.

Can I write an invoice by hand?

You can, but a digital PDF invoice looks more professional, is easier to track, and is safer for both you and your client. Apps like SpeakBill turn your spoken notes into clean PDF invoices in under a minute.

July 20, 20263 min read

How to Write an Invoice — A Step-by-Step Guide for Small Businesses.

What belongs on every invoice

A proper invoice is not just a number and an amount. It is a record that protects both you and your client. Here is what every small business invoice should include:

Your business name and contact details — Full business name, your name, address, phone, and email.
Client name and contact details — Who the invoice is for. Include their business name, contact person, and email.
Invoice number — A unique, sequential number. This helps you and your client track payments and reference the invoice later.
Issue date and due date — When the invoice was created and when payment is expected. Common terms: Net 15, Net 30, or Due on Receipt.
Line items — A clear list of what you did or sold. Each line should have a description, quantity, unit price, and line total.
Subtotal — The sum before tax.
Sales tax — If applicable. Make this editable per invoice since tax rules vary by location and service type.
Total due — The final amount the client needs to pay.
Payment instructions — How to pay you. Bank transfer details, payment links, or "check payable to."
Notes — Any additional info like thank-you messages, late payment policy, or project reference.

Step-by-step: Creating an invoice

Step 1: Open your invoice tool

Use a dedicated invoice app instead of a generic word processor. It saves time and reduces errors. SpeakBill lets you create invoices by voice — just speak the job details and the app structures everything.

Step 2: Fill in the header

Add your business info and the client's info. Most apps save your business details so you only enter them once. Client records can be saved for repeat billing.

Step 3: Add line items

Describe each service or product clearly. For example: "Bathroom tile installation — 14 hours at $85/hr" with the calculated line total. If you charged for materials, list those separately.

Step 4: Apply tax

If your business charges sales tax, apply the correct rate. Keep it editable since different jobs or locations may have different tax treatment.

Step 5: Set payment terms

Choose a due date and add your payment instructions. "Net 30" means the client has 30 days to pay. "Due on Receipt" means payment is expected immediately.

Step 6: Review and send

Before you send, double-check every field. A small typo in a dollar amount can cause real friction. Once confirmed, send the invoice as a PDF via email or WhatsApp.

Common invoice mistakes

Skipping the invoice number — Without numbers, tracking becomes a mess.
Vague descriptions — "Work done" does not help your client understand what they are paying for.
Missing payment instructions — If a client has to ask how to pay, you have already added friction.
No due date — Invoices without due dates get paid whenever the client remembers, which is often never.

Make it fast

The biggest pain point for small business owners is the time between finishing work and sending the invoice. The best workflow is to invoice immediately — while the job details are still fresh. Voice-to-invoice tools like SpeakBill compress the entire process into a 60-second review.

What belongs on every invoice

A proper invoice is not just a number and an amount. It is a record that protects both you and your client. Here is what every small business invoice should include:

Your business name and contact details — Full business name, your name, address, phone, and email.

Client name and contact details — Who the invoice is for. Include their business name, contact person, and email.

Invoice number — A unique, sequential number. This helps you and your client track payments and reference the invoice later.

Issue date and due date — When the invoice was created and when payment is expected. Common terms: Net 15, Net 30, or Due on Receipt.

Line items — A clear list of what you did or sold. Each line should have a description, quantity, unit price, and line total.

Subtotal — The sum before tax.

Sales tax — If applicable. Make this editable per invoice since tax rules vary by location and service type.

Total due — The final amount the client needs to pay.

Payment instructions — How to pay you. Bank transfer details, payment links, or "check payable to."

Notes — Any additional info like thank-you messages, late payment policy, or project reference.