How to write an invoice

What an invoice should contain

1. The word “Invoice” so it is not mistaken for a quote or receipt.
2. Your business details: name, address, phone and email. Add your logo and TIN if you have them.
3. Your customer’s details: the person or company paying, and their address or email.
4. A unique invoice number so you and your customer can refer to it.
5. The invoice date and due date.
6. A list of items or services, each with a description, quantity, unit price and amount.
7. The totals: subtotal, any discount, any taxes that apply to you, and the total due.
8. Payment instructions: how to pay you, such as Mobile Money or bank details.

Step by step

1. Add your details and your customer’s

Use your registered or trading name exactly as your customer knows you. For company customers, ask who should receive invoices.

2. Number the invoice

Use a simple sequence that never repeats, such as INV-0001, INV-0002, INV-0003. Some businesses include the year, like 2026-001. Whatever you choose, keep it consistent and don’t reuse numbers — it makes your records much easier to follow.

3. Describe what you are billing for

Be specific. “Website design — home, about and contact pages (June)” is clearer than “Web work”. For time-based work, put hours in the quantity and your hourly rate in the unit price.

4. Set payment terms

Payment terms tell the customer how long they have to pay. Common options are:

• Due on receipt — payment is expected immediately.
• Net 7 / Net 14 / Net 30 — payment is due 7, 14 or 30 days after the invoice date.

Agree the terms with your customer before you start the work, and show the due date on the invoice.

5. Add discounts and taxes only if they apply

If you offered a discount, show it as its own line so the customer can see it. Only add VAT or other taxes if your business is required to charge them — check with the tax authority or an accountant if you are unsure. See our notes for Ghana.

6. Explain how to pay

Include your Mobile Money or bank details and ask the customer to use the invoice number as the payment reference.

7. Send it as a PDF

A PDF looks the same on every phone and computer and can’t be edited by accident. Download the PDF, then attach it to an email or send it on WhatsApp with a short message: the invoice number, the total and the due date. Keep a copy for your records.

After you send it

If the due date passes, send a polite reminder that quotes the invoice number and amount. When you are paid, you can give the customer a receipt — see invoice vs receipt.