How to Write an Invoice
An invoice makes the work, price and next step clear. Start with your agreement, then describe each charge.
This fictional example follows Avery Lane Design billing Juniper Example Studio for a design review and document preparation. All names, addresses and fees are made up; the amounts illustrate the calculation, not recommended prices.
1. Identify who is billing and who should pay
Include the details your customer needs to recognise the work and process payment. Check who handles billing; it may not be the person who ordered the work.
| Field | Fictional example |
|---|---|
| From | Avery Lane Design · Avery Lane |
| Sender address | 12 Example Lane, Demo City |
| Sender contact | billing@averylane.example |
| Bill to | Juniper Example Studio · Casey Reed |
| Customer address | 48 Sample Road, Demo City |
| Customer billing contact | accounts@juniperstudio.example |
| Invoice number | INV-2026-014 |
| Project / PO reference | DEMO-REVIEW-001 |
| Currency | CAD |
Group sender details in From and customer details in Bill to. Give the invoice a distinct number and include the project or PO reference needed to match the job.
2. Give each date a clear job
These dates answer different questions:
| Date field | Example | What it means |
|---|---|---|
| Invoice date / Issue date | 12 October 2026 | The date shown for issuing this invoice |
| Service period | 5–9 October 2026 | When the work was carried out |
| Due date | 26 October 2026 | The payment date agreed for this example |
Payment is due on 26 October by agreement in this fictional job, not by a universal rule. Replace the editor's suggested due date with your agreed date.
3. Turn the work into readable line items
Name the task or deliverable, then pair each quantity with a rate for the same unit. These lines can be copied and adapted:
| Description | Quantity | Unit | Rate (CAD) | Amount (CAD) |
|---|---|---|---|---|
| Design review — 5–9 October 2026 | 2 | hour | 80.00 | 160.00 |
| Agreed document preparation | 1 | item | 25.00 | 25.00 |
| Subtotal | 185.00 |
Two hours at CAD 80.00 make CAD 160.00; the CAD 25.00 item brings the subtotal to CAD 185.00. This example has no tax, discount, shipping or payment entries, so its invoice total is also CAD 185.00. Review the charges and adjustments that apply to your own work. The online editor rounds each CAD line amount to cents before adding the subtotal.
Convert your own time records to decimal hours: 90 minutes is 1.5 hours, not 1.30. A fixed task can have its own row, as document preparation does here.
For another structure, see the freelance invoice template for deliverables and agreed extras. Replace its example descriptions and rates.
4. Check the invoice before choosing a PDF
Enter the details in the online invoice editor and review the live preview. Changing the currency label does not convert your prices.
Before sending, check:
- The sender, customer and billing contact are correct.
- The invoice number and project reference identify the job.
- The issue date, service period and agreed due date are accurate.
- Descriptions, quantities, units and rates match the agreement; currency and totals are correct.
- Payment instructions match your agreement, and the PDF includes only details you intend to share.
Use Draft PDF while checking. When ready, choose PDF without Draft label, review the confirmation and select Confirm and download. Removing the label is not legal certification. Download a fresh copy after any changes and review the version you send.
5. Keep your copy, then send it through your own channel
The quick editor keeps an unfinished draft in this browser when storage is available. Use Save to workspace separately to create a workspace record; downloading neither creates that record nor sends the invoice.
Keep the reviewed PDF outside the browser and send it through your agreed channel. Enter workspace sending and payment records separately: they do not deliver email, collect money or verify bank receipts.
Records are local, with no account or cloud sync. Clearing browser data or changing browser, profile or device can leave them unavailable. Download a full backup from the workspace to keep a restorable copy outside the browser. A PDF is a document copy, not a full workspace backup; send the customer the invoice, not your backup.
Prefer an offline template?
Blank downloads have their own layouts and limits; they are separate from the completed PDFs made by the online editor.
| Format | What you can do | Calculation boundary |
|---|---|---|
| Print it and write in the blank details; it has no fillable fields | Calculate amounts manually | |
| Word (.docx) | Edit the text and tables | Calculate amounts manually |
| Excel (.xlsx) | Enter quantities and rates in eight CAD line items | Calculates line amounts and a subtotal within its stated limits; no tax, discount, shipping, deposit or payment-balance calculations |
Excel quantities allow up to three decimal places and rates up to two, both from 0 to 10,000. Review inputs and totals before sharing. For a live preview and completed PDF export, use the online editor.