When to use this invoice
Use a simple invoice when you’ve delivered goods or services and need the customer to pay. It works well for small shops, contractors, caterers, cleaners, tutors and anyone else who bills a handful of items at a time.
If you bill mainly by the hour for project work, the freelance invoice has fields for hours, rates and project details.
How to fill it out
| Field | What to enter |
|---|---|
| From | Your business name, address, phone and email. |
| Bill to | The customer’s name and billing address. |
| Invoice # | A unique number. Never reuse one, even after a correction. |
| Date | The date you send the invoice. |
| Due date | When payment is due, such as 15 or 30 days after the invoice date. |
| Item | A short, clear name for each product or service. |
| Qty and unit price | How many, and the price for one. |
| Amount | Quantity × unit price. |
| Sales tax | Your state and local rate, applied only to taxable items. |
| Total due | Subtotal plus tax. |
| Pay by | Every way the customer can pay you. |
Filled-in example
A small catering business billing for an office lunch:
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Boxed lunch (sandwich, salad, cookie) | 25 | $14.00 | $350.00 |
| Beverage package | 25 | $3.00 | $75.00 |
| Delivery and setup | 1 | $40.00 | $40.00 |
| Subtotal | $465.00 | ||
| Sales tax (7%) | $32.55 | ||
| Total due | $497.55 |
Invoice #1042, dated November 5, 2026, due November 20, 2026. Payable by check or card at the payment link on the invoice.
Tip: Whether delivery fees are taxable varies by state. When you’re unsure, check your state’s sales tax guide or ask an accountant.
Common mistakes to avoid
- No due date. Without one, many customers treat the invoice as “pay whenever.”
- Math errors. Double-check every line and the total. A wrong total can delay payment for weeks.
- Taxing the wrong items. Not every product or service is taxable in every state.
- Missing payment options. Make paying easy by listing every method you accept.
Frequently asked questions
What makes an invoice “simple”?
It covers only what’s needed to get paid: who is billing whom, what was sold, how much is owed, and when it’s due.
Do I need an invoice number?
Yes. A unique number makes the invoice easy to find, track and refer to if there’s a question about payment.
Should I send an invoice as a PDF or a Word file?
Send a PDF. It looks the same on every device and can’t be edited by mistake. Keep the Word file to make your next invoice.
How long should I keep copies of invoices?
The IRS generally recommends keeping business records for at least three years, and longer in some situations. Many small businesses keep invoices for seven years to be safe.