Can I create an invoice for free?

Yes. Glo Invoice's free invoice generator lets you create and download a PDF at no cost. Paid plans add SMS/email delivery, card payments, and reminders.

Do I need to charge sales tax?

It depends on your state and whether you're selling goods (usually taxable) or services (varies by state and service type). Check your state's Department of Revenue or use our sales tax guide.

What's the difference between an invoice and a bill?

Same document, different perspective. It's an invoice to the sender and a bill to the receiver. Some businesses use 'statement' for a running summary of multiple invoices.

How soon should I invoice after finishing a job?

Same day if possible, next business day at the latest. Every day of delay pushes payment out further and increases the chance the customer forgets details of the job.

How to Create an Invoice (Step by Step)

How to create an invoice that gets paid

Updated July 12, 2026 6 min read

An invoice is a request for payment for goods or services already delivered. It's not a quote (that's before the work) and not a receipt (that's after payment). The difference matters — mislabeling an invoice is one of the fastest ways to look unprofessional.

A good invoice does three things: identifies who owes what, makes it easy to pay, and creates a legal record if you ever need to collect. Miss any of those and you're slower to get paid.

1. Include the required fields

Every invoice needs the same core information, whether you write it on a napkin or generate it in an app. Miss a field and a customer has an excuse to delay.

Your business name, address, phone, and email
The customer's name and billing address
A unique invoice number
The invoice date and the due date
A description of the work — parts, labor, and quantities
The subtotal, tax, and total amount due
Payment methods you accept and how to pay

2. Number invoices sequentially

Invoice numbers exist so you and the customer can reference a specific bill. Any sequential system works — 1001, 1002, 1003 or 2026-001, 2026-002. Avoid gaps (auditors flag them) and never reuse a number.

If you use accounting software or an invoicing app, numbering happens automatically. If you're on paper, keep a running log.

3. Write clear line items

The single biggest reason invoices get disputed is vague line items. 'Services rendered — $850' invites questions. '3 hours labor @ $95/hr + 2 replacement filters @ $137.50 each = $845' does not.

Break parts and labor into separate lines when it applies. Include the date of service if it wasn't obvious. If sales tax varies by line (parts taxable, labor not), show it on the line.

4. Set clear payment terms

'Net 30' means payment due 30 days from the invoice date. 'Due on receipt' means today. 'Net 15' means 15 days. For trades and small services, due on receipt or net 7 is normal — you did the work today, you don't need to finance them for a month.

State any late fees on the invoice itself. A 1.5% monthly late fee (or the maximum allowed by your state) is common. If it isn't on the invoice when you send it, you can't retroactively charge it.

5. Deliver so the customer sees it

Email is standard but easy to miss. SMS gets a 98% open rate and averages a 3-minute response. If the customer replies to texts about the job, send the invoice by text too.

Whatever channel you use, include a direct link to pay — not just an attached PDF. A pay button gets your money in the account today; a PDF gets it in a week (if at all).

6. Follow up on your schedule, not theirs

Most late invoices aren't refusals — they're forgotten. Send a friendly nudge on day 3, a firmer reminder on day 7, and a formal notice with the late fee on day 14. Automated reminders (built into most invoicing apps) do this for you.