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Your first invoice when you work for yourself

You finished the job and the client asks for an invoice. You do not need software or an accountant to send the first one, but you do need to decide three things once, because changing them later makes your records messy.

Decide these three things once

• How you will number them. Start at 1 or at 100, and never repeat or skip on purpose. The number is how you and your client refer to the same piece of paper.
• What your business is called and how people reach you. Name, phone, and an email or address. If you have a logo, use it; if not, your name is enough.
• How you want to get paid. Zelle, Venmo, PayPal, check, a payment link. Whatever you choose, it has to be printed on the invoice, not explained by phone.

What goes on the invoice

• The word Invoice, the number and the date you issued it.
• Who it is for: the client and, for trade work, the job address.
• One line per job or material, with quantity and unit price. The client should recognise every line.
• Subtotal, the tax you apply if you apply any, and the total.
• The due date and how to pay.

After you send it

• Write down that you sent it and when. When the money arrives, mark it paid with the date. At the end of the month the only thing you want to look at is a short list of what is still unpaid.
• Keep a copy of every invoice. Your own records are what you will need at tax time; how you file taxes is a question for your tax preparer, not for an app.

Questions

Kobrado does not provide tax, legal or accounting advice. You set your own tax rates.