An invoice is a document that records a transaction between a buyer and seller. It serves as a request for payment and provides a detailed breakdown of products or services provided. Creating professional invoices is essential for maintaining good cash flow and building trust with your clients.
7 Steps to Create a Professional Invoice
Add Your Business Information
Start by entering your business name, address, contact details, and optionally upload your logo. This information appears at the top of your invoice and establishes your professional identity.
Pro Tips:
- Use your registered business name
- Include your VAT number if registered
- Add your business email for inquiries
Enter Client Details
Add your client's name, company (if applicable), address, and contact information. This ensures the invoice reaches the right person and department.
Pro Tips:
- Double-check the spelling of names
- Include the correct billing address
- Add a contact email for payment queries
Set Invoice Details
Generate a unique invoice number, set the issue date, and specify a due date for payment. Clear payment terms help ensure timely payment.
Pro Tips:
- Use sequential invoice numbers (INV-001, INV-002)
- Standard payment terms are 30 days
- Include the currency (ZAR, USD, etc.)
Add Line Items
List each product or service with a clear description, quantity, and unit price. The total for each line is calculated automatically.
Pro Tips:
- Be specific in descriptions
- Include item codes if applicable
- Break down complex services into line items
Configure VAT/Tax
Enable VAT if applicable and set the correct rate. In South Africa, the standard VAT rate is 15%. The system calculates VAT automatically.
Pro Tips:
- South African VAT is 15%
- Some items may be VAT exempt
- Show VAT separately on the invoice
Add Notes & Terms
Include payment instructions, bank details, and any terms and conditions. This section helps avoid confusion about payment methods.
Pro Tips:
- Add your bank account details
- Specify accepted payment methods
- Include late payment terms if applicable
Review & Download
Preview your invoice to ensure all information is correct, then download it as a professional PDF ready to send to your client.
Pro Tips:
- Double-check all amounts
- Verify client contact details
- Save a copy for your records
Essential Invoice Elements
Invoice Number
A unique identifier for tracking and reference
Date
Issue date and payment due date
Business Details
Your name, address, and contact information
Client Details
Customer name and billing address
Line Items
Description, quantity, and price of goods/services
Subtotal
Total before taxes
Tax/VAT
Applicable taxes (15% VAT in South Africa)
Total Due
Final amount to be paid
Payment Terms
How and when to pay
Bank Details
Account information for payment