What should an invoice include?

A checklist for invoices that get accepted – and paid – without questions.

A clear, complete invoice is the fastest way to get paid. Missing details are the most common reason invoices sit unpaid in someone’s inbox – and for tax-registered businesses, some details are required by law.

Every invoice should include

• The word “Invoice” (or “Tax Invoice” where your tax rules require it) at the top.
• A unique invoice number, in sequence. It lets you and your customer refer to the invoice and keeps your records tidy.
• Your business details – name, address and contact information.
• Your customer’s details – name and billing address.
• The invoice date and the payment due date.
• An itemised list of goods or services, with quantities, unit prices and line totals.
• The subtotal, any discount, each tax charged and the total due.
• How to pay you – bank details, UPI ID, payment link or accepted methods.

Details that help you get paid faster

• The customer’s purchase order (P.O.) number, if they gave you one – many accounts teams can’t pay without it.
• Clear payment terms, such as “Due in 15 days”, rather than “Due on receipt”.
• Specific descriptions – “Kitchen tap replacement, incl. parts” rather than “Plumbing work”.
• Any deposit already paid, so the balance due is unmistakable.

Country notes

Tax-registered businesses usually have extra requirements. These summaries are a starting point – rules change, so check with your tax authority or adviser.

India – GST

GST-registered suppliers issue a tax invoice showing their GSTIN, the customer’s GSTIN for business sales, HSN/SAC codes, the place of supply, and CGST + SGST (same state) or IGST (other state) separately, signed by the supplier. Larger businesses must also register B2B invoices on the Invoice Registration Portal (e-invoicing). See our GST invoice generator.

Canada – GST/HST

Show your GST/HST registration number and the tax charged (or a statement that tax is included). Business customers need these details to claim input tax credits, and larger purchases require more detail. Add PST, RST or QST where your province charges it.

USA – sales tax

There is no national VAT. If you collect state or local sales tax, show it as a separate line; rates and rules depend on the state and the type of goods or services.

Sri Lanka – VAT

VAT-registered businesses issue a tax invoice showing their VAT registration number, the customer’s details and the VAT charged.

Pakistan – sales tax

Registered persons issue a sales tax invoice with their NTN/STRN, the buyer’s details, the value of supply and the sales tax charged. Some sectors must also integrate with FBR’s electronic invoicing.

Bangladesh – VAT

VAT-registered businesses must issue the prescribed VAT invoice (Mushak-6.3) showing their BIN. A BillDoodle PDF is useful for quotes, proforma invoices and businesses that aren’t VAT-registered, but it is not the official Mushak form.

UAE – VAT

VAT-registered businesses issue a document titled “Tax Invoice” with their TRN (and the customer’s TRN if registered), and the VAT amount in AED. Choose “Tax Invoice” as the document type in BillDoodle.

Singapore – GST

GST-registered businesses issue a tax invoice with their GST registration number and the GST charged; a simplified tax invoice is allowed for smaller amounts. Choose “Tax Invoice” as the document type.

Malaysia – SST

Show your SST registration number and the sales or service tax charged. Businesses in scope of e-invoicing must also issue invoices through LHDN’s MyInvois system.

Create an invoice now – BillDoodle fills in the right fields for your country when you pick your flag.