| How to Write an Invoice for Payment for Services Rendered Jan 13th 2013, 20:00 If you work as an independent contractor or own a small company that performs a specialized service, the odds are that you will need to learn how to write an invoice for services rendered to acquire your due payment. The information you need to include on an invoice varies depending on the specific services you perform, but most invoices should include your contact information, along with some other basic header information. An invoice should also include a listing of the services rendered for your client within the billing period, as well as the sum total owed to you. Sample Invoice
Contact information - Display your company name at the top center of the page. If working as an independent contractor without a formal company, use your legal name.
- Type your company address below the name. This is essential if the payment will be mailed to you via the postal service. Even if you receive payment through another means, however, you should still include this basic contact information.
- Include your telephone number. If working through a company, make it the company phone number. If working independently, include whichever phone number you use for business purposes.
- Leave an email address. This is especially essential if getting paid via PayPal or any other means that relies on a valid email address. Use whatever address is linked to your payment account. If payment is not reliant upon email, include your company email address or the email address of your company's accounting department.
Additional header information - List the invoice number in the upper right hand corner, below your contact information. The numbering method you use is up to your personal preference, but each invoice should have a number assigned to it for filing purposes.
- Preface the invoice with letters that indicate the client. Use three or four letter abbreviations to keep things simple.
- Write the number invoice after the client abbreviation. Extend the number out three place holders to ensure proper sorting by the computer.
- Alternatively, write the numerical date after the client abbreviation. Doing so makes the most sense if you get paid for consistent services on a set timetable. Write the year first, followed by the month, followed by the day.
- Include the current date in the upper right hand corner, below the invoice number. For instance, if you sent an invoice on the last day of June 2012, you should have written "2012/06/30." Keep the date numerical and in the year-month-day format for easy sorting.
- Write the billing period below the date you raise the invoice. For example, if the invoice covers all services provided throughout the month of June, write "2012/06/01-2012/06/30." Specify that this is the billing period.
- List the due date. This date will vary depending on the agreement you have with your client, but most due dates are approximately 30 days after the invoice date. Make sure you specify that this is the due date.
- Include your client's details in the upper left hand corner, below your company's contact information and across from you invoice number and dates.
- List the name of the agency or individual whom you provided services to.
- Below the name, include the client company's address, phone number, and email address.
Services rendered - List each service performed for the client within the billing period.
- If hired to perform multiple types of services, describe each service by name: Consulting, Installation, etc.
- If the services you rendered have specific project names, list the services by project name.
- Include the date you completed each service. The date completed should be in a separate column directly next to the name of its respective service.
- Include payment information for each service rendered. The information should be in a separate column directly next to the name of its respective service.
- If paid in one lump sum for a specific service, list that lump sum.
- If paid hourly to perform a service, list the number of hours you worked, the hourly rate, and the total amount of money earned while completing the service.
- Include your invoice total at the bottom of the invoice, below your list of services rendered. This number will be the sum of the money earned and the payment due to you. Highlight this number using bold, color, or enlarged print to draw your client's attention to it.
- Choose the right software to help you prepare invoices. Basic spreadsheet or word processing software is all you really need, but you may also opt for specialized invoicing software if you want to streamline the process. Most invoicing software includes templates to help you structure your document properly, and many come with features designed to keep your invoices organized.
- Discuss your fees and preferred method of payment with your client before sending them the invoice. Both sides should be fully aware of these details to prevent any disagreement or unpleasant surprises on either side.
- Keep a thorough record of your invoices. It is best to have a digital copy and a printed copy filed away. If you have any emails, memos, or other documents related to an invoice, you should store those alongside a printed copy of the invoice, as well.
- If a payment due date is approaching and your client has still not sent the payment, make a polite phone call to inquire about the status of their payment. Some clients may simply need a reminder, while others may not be aware that the payment hasn't been received.
- Find out if your client has any policies concerning the format of invoices. In some instances, a client may want information other than the above listed points, or they may request a specific format for the listing of services rendered. If you send them an invoice without this information, it may delay payment.
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