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Free to use: Copy the invoice template below into a document, fill in the bracketed fields, and send it as a PDF. It includes everything you need to get paid — itemized work, totals, due date, and clear payment terms. Want it automated (recurring invoices, online payment, reminders)? Jump to the tools that send these for you.
The invoice template
| [Your Business Name] [Your Address] · [Email] · [Phone] |
INVOICE Invoice #: [0001] Date: [Date] Due: [Date] |
Bill to: [Client Name] · [Client Company] · [Client Email]
| Description | Qty / Hrs | Rate | Amount |
|---|---|---|---|
| [Service or item] | [1] | [$0.00] | [$0.00] |
| [Service or item] | [1] | [$0.00] | [$0.00] |
| Subtotal | [$0.00] | ||
| Tax [%] | [$0.00] | ||
| Total due | [$0.00] | ||
Payment terms: Payment due within [14] days of invoice date. Accepted methods: [bank transfer / card / check]. Late payments may incur a [1.5%] monthly fee. Please reference invoice #[0001] with payment.
Thank you for your business. Questions about this invoice? Contact [name] at [email].
How to use this template
Replace every bracketed field with your details, delete rows you do not need, and export to PDF before sending (a PDF looks professional and cannot be accidentally edited). Number invoices sequentially from the start — it keeps your bookkeeping and taxes clean. Always include a clear due date and payment terms; “due on receipt” or “net 14” gets you paid faster than leaving it blank.
Get paid faster: 4 quick tips
- Invoice immediately — the day the work is done, not end of month.
- Offer online payment — a “pay now” card/ACH link gets paid days sooner than a mailed check.
- Set clear terms + a late fee — net 14 with a small late fee nudges on-time payment.
- Automate reminders — a polite nudge at day 7 and day 14 recovers most late invoices without an awkward call.
Tools that send & automate invoices
A template is fine to start, but invoicing software adds recurring billing, online payment, and automatic reminders — and tracks who has paid. For creative freelancers, see our best invoicing apps guide (Bonsai, Wave, FreshBooks). If you also run payroll, our best payroll software for 1–5 employees covers tools that handle both, and Gusto vs Rippling compares the two most popular all-in-ones.
Frequently asked questions
What should a small business invoice include?
At minimum: your business name and contact info, a unique invoice number, the date and due date, the client’s details, an itemized list of work with amounts, the total due, and clear payment terms and methods. The template above includes all of these.
How do I make an invoice look professional?
Use a clean layout, number invoices sequentially, itemize the work clearly, and send as a PDF rather than an editable document. Adding your logo and consistent payment terms makes it look established. Invoicing software templates handle this formatting automatically.
What payment terms should I use?
“Net 14” (due within 14 days) is a common, get-paid-faster default for small businesses; “due on receipt” is even faster for one-off jobs. Whatever you choose, state it clearly and consider a small late fee to encourage on-time payment.