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What to include on an invoice
Put these on each invoice: who is billing, who pays, a unique number, the date, what you sold, the amount with any tax, the due date and how to pay.
The field list
The list below is common practice, not a legal list. The IRS names invoices among the supporting documents for your books, which is why a clear number and date matter.
| Field | Example | Reason |
|---|---|---|
| Your name, address, contact | Rivera Tile LLC, 10 Grout St | The payer must know who bills. |
| Customer name and address | Ann Cole, 5 Pine Rd | It shows who owes the money. |
| Invoice number | 1047 | Each number is unique, so you can find it later. |
| Invoice date and service date | 11/08/2026, 11/06/2026 | It places the income in time. |
| Description, quantity, price | Tile labor, 6 hours, $70 | The customer can check each line. |
| Subtotal, tax, total | $420, $0, $420 | Show the sales tax line apart. |
| Due date, payment method | Net 14, check | It removes the first question that a customer asks. |
Fields that some jobs add
- A license number, if you need one. Contractor and electrical pages show examples.
- A PO number if the client asks for one.
- A rights line for writing and creative work.
- A deposit paid and a balance due.
How long to keep it
The IRS says to keep records for 3 years, unless one of its named longer periods applies. Keep a copy of each invoice.
Invoice or receipt
Use an invoice to ask for money that is due. Use a receipt to show money that was paid. If the customer pays on the spot, print the amount paid and a zero balance. The form has a field for what the customer already paid.
Mistakes that slow payment
- Two invoices with the same number. Give each invoice its own number.
- "Services" as the only description. Name the work instead.
- No due date. Write a date.
- A sales tax line with no rate. The customer cannot check the amount.
- A business name that differs from the name on your Form W-9.
Short answers
Does an invoice need a signature?
Your contract or your customer can ask for one. Check your contract.
Does an invoice need a tax ID?
A client that files an information return on you asks for your taxpayer number on Form W-9.
Sources and how this page was checked
Published by 731labs, the maker of InvoiceSnap. Last checked 11/09/2026. An AI tool helped draft this page. An automated check compared the legal facts and price ranges with their sources, using two AI models. No person reviewed this page. The sources are listed below. This page is general information. It is not tax or legal advice.
- IRS, what kind of records should I keep. Checked 11/09/2026.
- IRS, how long should I keep records. Checked 11/09/2026.
- IRS, about Form W-9. Checked 11/09/2026.