How to Create a Professional Invoice From Scratch: 5 Easy Steps

Invoicing is a necessary element of the freelancer’s life. It’s a testament to your dedication and the effort you’ve put into providing your consumers with excellent services. While invoicing can be automated, you may not have the financial resources to invest in pricey accounting software at this time.

Furthermore, employing the same old invoice templates as everyone else will not help your company stand out… Using the instructions in this article, you’ll learn how to construct an invoice from scratch to bill your clients—one that’s unique to you and symbolises your company’s branding.

Step 1: Make a list of all of the necessities.

Among the most important information on an invoice are the following:

Business information for both parties, including email addresses, phone numbers, and physical addresses.
For example, invoice number #1001 would be a unique number that would identify the invoice.
The date on which you issued the invoice is referred to as the issuance date.
The deadline is the date by which the client is expected to pay you.
In this column, you can list all of the services that you provided to a client. Description:
Price: The amount you charge per unit of each service you provide.
Quantity: The number of units of your service that the customer purchased from you (example: 10 articles).
Total: The total cost of each service item delivered, calculated by multiplying the price by the number of service items delivered.

To calculate the subtotal, add the costs of all service items together, before making any modifications.
Tax: The amount of tax that the client is responsible for paying (if any) while purchasing your services. Consult with your accountant for assistance in navigating this process.
After all modifications have been made, the amount owed is the total expense that the client will bear in exchange for your services.
Payment information: This includes all of the payment methods that you accept, as well as your bank account information.
Terms and conditions: Before finalising the transaction, you and your client agreed on the terms and conditions.


An additional suggestion: it’s a good idea to include a modest token of appreciation with your invoice. Something as simple as “Thank you for your business” can make a significant difference in the overall personality of your invoice. It communicates to your client that you are looking forward to doing business with them in the future.

Also, while offering discounts, proceed with caution. Newbie freelancers are frequently tempted to provide big discounts to their clients in the hopes that they would continue to work with them in the future. However, this may have the opposite impact, as clients may see your original price as a misrepresentation of the value you provide.

Things that clients look for when hiring freelancers is a related article.

Step 2: Include your company’s brand identifiers.

The design of an invoice is what distinguishes it from a mediocre one that does not stand out. The latter, while containing all of the necessary components, is exceedingly drab and uninspired in appearance. If done correctly, your invoice can serve as a subtle marketing tool in addition to serving as a legal document in the eyes of the law.

This can be accomplished through the use of your brand identifiers, such as your logo, typography, and brand colours. When your client looks at your invoice, you can impact their mood by using a brilliant combination of colour, font, and syntax, and you can guide their attention to the most important portions of the invoice.

Related: How to Make a Custom Color Palette in Adobe Photoshop (Video Tutorial).

Step 3: Complete the design of your template’s layout.

After you’ve finished customising your invoice with your brand identifiers, the next step is to finalise the design of the invoice. This entails structuring everything in such a way that all of the invoice elements work together harmoniously. Creating a bespoke template that may be used endlessly is the goal in this situation.

A excellent template is well-organized, visually appealing, precise, and infinitely reusable. Don’t be concerned; you do not need to be a graphic designer to do this task. It is sufficient to have a fundamental understanding of design and a desire to experiment. You can also find inspiration by browsing through templates on the internet.

Related: Design Elements: What They Are and How to Use Them

Hiring a designer to assist you with this process is a fantastic option, since designers are in high demand. They may assist you in using your brand identifiers in ways that you may not have previously considered and in better organising your invoice. After all, hiring someone only once is significantly less expensive than paying a monthly subscription cost for accounting software on a recurring basis.

Keep in mind that your template should be a combination of design and information. That is, it should accurately depict all of the important facts of your invoice while also maintaining a professional appearance. This is typically difficult to get perfect on the first try, so don’t be afraid to make a few mistakes and learn from them.

Step 4: Complete the form and double-check for errors.

The information contained in an invoice is critical, both from a legal and a professional aspect, and should not be overlooked. An invoice containing the incorrect word raises an immediate red flag with clients, and it has the potential to hurt or even terminate your business relationship with them.

The final sum due, your payment methods, and the terms and circumstances that have been agreed upon are all items that should be carefully considered. Remember, no one enjoys receiving a surprise invoice in the mail. The more straightforward your client’s payment process is, the more probable it is that you will receive your payment on time.

Step 5: Submit the Invoice to Your Customer

Send the invoice to your client once everything is in place (and, apparently, after multiple adjustments). Check to see that you haven’t used any editable document formats, such as.docx, and have instead used.png or.pdf instead. If any side later amends the paper, the former creates additional confusion and distrust in the deal.

Relevant: Client Red Flags that every freelancing professional should be aware of

You can use this invoice template if you’re sending an invoice to a new client and aren’t sure what to mention in the email:

Hello there [client],

Please accept our sincere thanks for considering [your company name] for your requirements. We have included an invoice for the work items that were completed on/during [date of completion of work] as an attachment to this email.

Please do not hesitate to contact us if you have any questions or require clarification on anything. We’d be delighted to assist you. We look forward to working with you in the future.

Make a Memorable Invoice for your business.

You might believe that devoting time to creating an invoice is not worthwhile because, after all, you will not get compensated for your efforts. So why bother generating a bespoke template when you can simply utilise one that has already been created?

While this is true, it should be noted that a customised invoice is a subtle but effective marketing strategy. Not only does it convey expertise and professionalism, but it also leaves a lasting impression on every new client, helping you stand out from the competition.