Understanding the Invoice Fields

A well-crafted invoice is clear, professional, and easy to understand. Each field on an invoice serves a specific purpose, ensuring that both you and your client have all the necessary information for a smooth transaction. This guide explains each field in our Free Invoice Generator to help you create comprehensive and effective invoices.

Key Invoice Sections

Our invoice generator is divided into several key sections. Here’s a breakdown of what each field means and what you should enter.

From Section (Your Information)

This section contains your business details.

• Company Name: Your full business name.
• Company Address: Your business's physical or mailing address.
• Phone & Email: Your contact information, so clients can easily reach you with questions.
• Company Logo: Upload your logo for a professional touch. For more details, see our guide on Adding Your Company Logo.

To Section (Client's Information)

This section is for your client's details.

• Company Name: The client's full business or individual name.
• Company Address: The client's billing address.

Invoice Details

• Invoice Number: A unique identifier for each invoice. A common format is to use the year and a sequence number (e.g., 2025-001). This is crucial for record-keeping.
• Invoice Date: The date the invoice is issued. This is typically the date you send it to your client.
• Due Date: The date by which payment is expected. This clarifies your payment terms (e.g., Net 30, Net 60).

Line Items Section

This is where you detail the products or services you are billing for.

• Description: A clear and detailed description of the product or service.
• Quantity: The amount or number of units sold.
• Rate: The price per unit.
• Total: This is automatically calculated for you (Quantity x Rate).

For more tips, see our guide on Managing Multiple Items.

Totals Section

This section summarizes the charges.

• Subtotal: The sum of all line item totals before taxes and discounts.
• Discount: You can apply a discount as a percentage or a flat amount.
• Tax: Apply taxes as a percentage. You can specify the type of tax (e.g., VAT, GST).
• Total: The final amount due, calculated automatically.

For more information, refer to our guide on Calculating Taxes and Discounts.

Notes and Terms

• Notes: A space for any additional comments, such as a thank you message or project details.
• Terms: State your payment terms and conditions here, such as accepted payment methods or late fee policies.

By accurately filling out each of these fields, you can create a professional and comprehensive invoice that facilitates prompt payment and clear communication. If you have any questions, please contact our support team.