1. Put your own details at the top
Start with your business name, address and contact details. If you are VAT-registered, add your VAT number; if your business is registered with a chamber of commerce or companies register, add that number too. A logo is optional but makes the invoice easy to recognise.
2. Add the client
Write the name and billing address of the person or company you are charging. For business customers in another EU country, include their VAT number — you will need it for reverse-charge invoices.
3. Give it a unique number
Every invoice needs a number that is never reused. A simple, gap-free sequence such as 2026-001, 2026-002 works well and is what most tax authorities expect.
4. Set the invoice date and due date
The invoice date is the day you issue it. The due date tells the client when payment is expected — 14 or 30 days are common. Stating it clearly reduces late payments.
5. List what you supplied
Use one line per product or service, with a description specific enough that the client recognises it, the quantity, the unit price and the VAT rate that applies to that line.
6. Show the totals
- Subtotal before VAT
- Any discount
- VAT amount per rate
- Total amount due
7. Explain how to pay
Add your IBAN or other payment details and your payment terms. A short thank-you note at the end is a nice touch.
Do it in two minutes
The free Invoice Generator King generator walks you through exactly these steps, calculates VAT per line and gives you a PDF ready to send.