How to Fill Out a Small Business Invoice?

Let’s get you started in generating an accurate business invoice by filling in the details like a PRO. Keep ahead of the invoicing game by adding the right invoice details in the right place.

1. Personalize the Invoice

Invoice software often offers customized invoice templates, allowing users to create invoices tailored to their specific requirements. Personalizing an invoice always generates the perfect invoice.

You must select a professional-looking template and change its color, font, and other layout to keep it clean-looking. Always keep the invoice that matches your business nature and type.

2. Brand Your Business

Invoices can do many things for your business. It’s not only about receiving payment. It also represents the company’s image. So, try to empower your business branding through invoices.

Add your business logo and choose a color that matches your company logo, theme, and work concept.

Include other branding elements in your invoice. The Invoice template offers a flexible approach to branding your business. Any small business owner must brand their business with this approach.

3. Fill Out Invoice Basics

Certain information fields make a successful invoice story. That’s why you should fill these fields with correct information. Don’t forget to perform the same for the following fields:

• Your Business’s Contact Details – Include your business name, address, and contact information.
• Your Client’s Contact Information – Like business details, you must include your client’s contact information, such as name, address, and phone number.
• Unique Invoice Number – Assign a unique invoice number (also known as a reference number) to each invoice. This helps in tracking the invoice correctly.
• Products or Services with Prices – In the line item section, give a complete description of the products or services you sell to your client. Provide the correct pricing information for each product or service for proper understanding.
• Due Date – Setting a due date is crucial when you create an invoice. It helps prevent payment delays. 
• Currency – Set the currency for which you are issuing an invoice, as per the country.
• Add Payment Terms – Invoice payment terms help clients make payments correctly and avoid confusion. Mention every crucial point related to your business policy.

4. Offer Flexible Payment Options

Different people use different modes of payment. Never depend on only one payment method. Giving multiple payment options to clients helps you receive payments quickly. Give your clients full flexibility by including a variety of accepted payment methods on your invoice.

5. Include the Tax

Including tax in the invoice lets your customers know how much tax you have applied. Invoice-creating tools provide the convenience of including tax. Moreover, tax is applied and calculated automatically from the total amount. Thus, generating sales tax, GST, or VAT in invoices is simple.

6. Verify Your Invoice With a Signature

An invoice with an authorized signature gives it a professional look. Therefore, always include a signature in the invoice below. Invoice software like Moon Invoice offers an “add signature” feature to include digital signatures or e-signatures.

7. Include Direct Payment Links

Adding a direct payment link or method to an invoice not only offers convenience for customers but also enhances professionalism. Professionals must include the direct payment link along with the payment details to enhance the payment process.

8. Send an Invoice

Once you create an invoice, the next step is to share it with the client. Invoice software, like Moon Invoice, offers a convenient way to do so. The system offers to send an invoice through Email or WhatsApp. Thus, sending an invoice is simple and needs just a few clicks.

How to Include Discounts on an Invoice?

Offering discounts while writing an invoice is a good practice to keep your customers bound to the business. Discounts are small deductions from the total cost that can boost customer satisfaction. These discounts are mostly applicable during festival seasons and holidays, and enhance frequent purchases.

As for the invoice, it is mandatory to include a discount. Moon Invoice offers a separate cell to include the discount. Moreover, it is automatically calculated in the total amount.

Let’s have a look at the following steps:

1. Create a new invoice or select the invoice for which you want to apply a discount.
2. Add all the details related to company information, client, service description, and cost.
3. Choose the discount form (percentage or rate).
4. Include the discount, and it will be automatically calculated in the amount.

What are the Best Practices for Invoicing?

Still not sure how to fill out an invoice professionally? Here are some of the best practices to follow for issuing quick invoices.

1. Concise Information

One of the most essential invoice checklists is keeping your invoice data clear and concise. Avoid adding too much or too little information. Keep your invoice brief, mentioning the highly mandatory details. Include the correct details, such as the company name, email address, and line item number.

2. Clarity of Amount & Payment Terms

It’s obvious to keep your invoice clear and highlighted to receive payments on time. Also, make crucial payment terms bold to draw customers’ attention and prevent any further issues. Always include when and how you expect to be paid.

3. Correct Invoice No. Series

One of the best invoicing practices is to mention the correct invoice numbers, followed by the correct number series. After deciding on an invoice numbering system that suits the business, write down your invoice number. Moon Invoice allows users to create custom and unique invoice number series for easy tracking of invoices. After deciding on an invoice numbering system that suits the business, write your invoicing number.

4. Issuing Invoices in the Correct Currency

So, when generating an invoice, you need to create it in the currency for which you are requesting the invoice. Using a multi-currency invoicing platform like Moon Invoice is ideal for issuing invoices in over 50 currencies.

5. Using an Itemized Invoice Template

To generate a professional invoice, the crucial thing is to itemize your invoice details. With the help of an itemized invoice template, it becomes easy and quick to generate an itemized or detailed invoice.

6. Accurate Calculations

Lastly, 100% accurate calculations are essential to maintain a good relationship with your client. It’s better to use a free invoice template that helps with automatic calculations to keep your invoice looking professional and accurate.

How to Follow Up on Unpaid Invoices?

Even when you’ve created a professional, clear invoice, there may be times when clients miss payment deadlines. In such cases, knowing how to follow up professionally is crucial to maintaining healthy cash flow without damaging the client relationship.

1. Give the Benefit of the Doubt

Start by assuming it’s a simple oversight. People can forget, or emails may end up in the spam folder. That’s why your first follow-up should be friendly and polite.

📩 Example:

Hi [Client’s Name], I hope you’re well. Just a quick reminder that invoice #[XXXX] for [amount] is due on [date]. Please let me know if you’ve already processed the payment or if you need anything else from me. Thanks!

2. Send a Second Reminder with a Little More Urgency

If you don’t receive a response to your initial message after a few days past the due date, send a follow-up. Keep it courteous, but include the invoice details again—especially if it’s a VAT invoice, as some clients may require it for their records or compliance purposes.

Tip: Many invoice generator tools like Moon Invoice let you automate reminder emails and resend VAT invoices with just a click.

3. Attach the Invoice Again

Always attach the invoice in your reminder, so the client doesn’t have to dig through their inbox. Ensure the invoice clearly outlines the due amount, payment terms, and any applicable taxes (e.g., VAT).

4. Include Payment Options Again

Make the payment process as simple as possible by listing all accepted payment methods again or linking directly to a payment portal, especially if you’re using an invoice generator that supports direct payment links.

5. Final Notice Before Further Action

If weeks pass and the client remains unresponsive, send a more formal notice stating this is the final reminder before escalating (e.g., late fees or legal action). Use respectful but firm language.

📩 Final Reminder Example:

This is a final reminder regarding invoice #[XXXX], originally due on [date]. The payment of [amount] is still outstanding. Please settle the invoice within [X days] to avoid late fees or further action. We appreciate your immediate attention to this matter.

Putting It Simply!

With our pro invoice checklist, you’ll have a clear idea of how to fill out an invoice in minutes. Check out our Moon Invoice templates and make your invoicing super easy. If you’re still facing issues generating invoices, reach out to our team, and we’ll help you follow easy steps to create professional-looking invoices. Have a happy invoice!

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