What to put on an invoice
An invoice asks a customer to pay for work or goods you've already provided. To get paid without back-and-forth, include:
- Your business name and phone number
- The word "Invoice" and a unique invoice number
- Who you're billing: name, and an address or email if you have them
- The invoice date and the date payment is due
- Each item or service, with quantity and price
- Subtotal, sales tax and the total amount due
- Payment terms: when and how to pay
This generator puts all of that on one page. Your shop name and phone are remembered on this device, so you only type them once.
Due dates and payment terms
The due date defaults to 14 days after the invoice date, which is common for small businesses billing other businesses. Change it to fit the job. Many shops use "due on receipt" for walk-in customers and 14 or 30 days for business accounts. The payment terms line updates to match the due date until you type your own, so you can write something specific like "Pay by cash, card or Zelle. 1.5% late fee after 30 days."
Put the due date in writing every time. It removes the guesswork about when a payment is late, and it gives you something to point to when you follow up.
Invoice numbering
Every invoice needs a number that's never reused. It's how you and your customer refer to the same bill, and how you match payments to invoices at tax time. This generator numbers them for you, starting at INV-001 and counting up on this device. If you already have a numbering system, keep using it in your own records and note the matching number here.
Don't skip numbers or start over each month. A simple, continuous sequence is easiest to audit.
Invoice or receipt?
An invoice says "please pay this." A receipt says "you paid this." If the customer is paying right now, print a sales receipt instead. If they're paying later, send an invoice, then give them a receipt when the money comes in.
Keeping copies
Download the PDF if you want a copy to email or save. Nothing you type here is sent to us. If you'd rather keep every invoice, receipt and repair ticket in one place, with customer history by phone number, a free PhoneShopPOS account does that.