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What is the Proper Invoice Format?

When it comes to choosing the right invoice template to use for your business invoicing, it’s important to consider the services you offer, your clients’ needs and your business goals.

Finding the right invoice comes down to choosing the format that allows you to bill for your services and get paid the right way. A proper invoice format is made with your needs in mind so that you can keep your invoicing running smoothly.

With a professionally formatted invoice, you can bill clients for your services, organize account information, get paid correctly and have all of the information you need come tax time.

Get started with the proper invoice format from FreshBooks to take control of your business invoicing.

Download Popular Invoice Formats

Word Invoice

Electronic Invoice Template with blue banner and sample logo

Format and customize professional looking invoices in with the Microsoft Word invoice template. Each template includes blank fields for you to fill out your service details, the cost, accepted payment methods and more.

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Invoice with FreshBooks

invoice format for billing

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Create Your Invoice

Excel Invoice

Generic Microsoft Word Invoice with multi-color bar and sample logo

Accelerate your business growth with a proper invoice template that’s suited to your needs. Download the Excel invoice template to format professional invoices in Microsoft Excel.

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Invoice with FreshBooks

invoice format for service companies

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Create Your Invoice

PDF Invoice

Generic Microsoft Word Invoice Template with green body and sample logo

Send invoices online or via mail with a customizable and printable PDF invoice. This format makes it simple to download, edit and send in a matter of minutes. Impress your clients with professional invoices.

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Online Invoice

Electronic Invoice Template with blue banner and sample logo

Online invoicing makes billing for your services faster than ever. Get an online invoice to customize with your service information, costs, payment details and anything else you need to send to your client.

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Custom Invoice

Generic Microsoft Word Invoice with multi-color bar and sample logo

Your clients will appreciate a custom invoice that’s made unique for them. Add that special touch by sending custom invoices to your clients. Create an invoice with FreshBooks to get started.

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Invoice with FreshBooks

invoice format for business

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Create Your Invoice

Easy-to-Use Invoice Template Formats

Billing for your services shouldn’t be complicated.

Unfortunately, as a business owner, you may feel like you are moving a mile a minute trying to stay on top of everything in your business. From finding new clients to providing services to staying on top of your business finance, you know that running a business takes a lot of work.

That’s why we have created the ideal invoice format for business owners to get paid quickly and correctly. Not only is it easy-to-use, but it’s straightforward enough that your clients will know how to pay you the right way, every time.

Take the guesswork out of your business invoicing by choosing from one of the many easy-to-use invoice format templates from FreshBooks. Simply download, customize and send in minutes.

Ready to create invoices for your business? Here’s how.

How to Format an Invoice

Whether you are a small business owner, a freelancer or anything else in between, billing for your services is an important component of your business’ success.

With the right invoice format, both charging for your services and getting paid by your clients are made simple. However, you first need to start by formatting your invoice and customizing it to suit your needs.

To format and customize an invoice, follow the instructions below:

  1. Download the invoice format from FreshBooks
  2. Add your business name, contact information and business branding
  3. Fill in client’s name and contact information, including their address, phone number, email address and business website (if applicable)
  4. Create and include a unique invoice number
  5. Add an invoice date and a payment due date
  6. Describe the services provided with the costs for each
  7. Calculate and include the total cost
  8. Include clear payment instructions and terms
  9. Add your Privacy Policy and Refund Policy
  10. Save

To ensure that you get paid correctly and on time, you should format your invoice with all of the necessary details. Not only will this information help your clients pay you, but it will come in handy when it comes to organizing your business finances. Having the right format also makes your invoicing more organized and streamlined.

You can format your invoice online with FreshBooks or in Word, Excel or another program that you are familiar with. Simply download your template of choice, customize and send.

Browse the sample invoice formats below to find the right fit for your business invoicing.

Sample Invoice Formats

Your business is unique – so your invoices should be, too. That’s why it’s worth checking out a variety of invoice formats below you decide which one is right for you.

The invoice type that you need will depend on the kinds of services you offer, how you accept payments, what your billing schedule is and how you prefer to communicate with your clients. Fortunately, there are many different formats to choose from – and all of them are customizable when you do your business invoicing through FreshBooks.

Some Sample Invoice Formats include:

  • Standard Invoices: A standard invoice is straightforward and is used to bill for your services whenever a service is rendered. It will include a description of the service, the cost, accepted payment methods and due date
  • Recurring Invoices: A recurring Invoice is used to collect ongoing services
  • Prepayment Invoices: This type of invoice is used to collect a deposit or down payment before you do the work – or before the entire payment is due
  • Time-Based Invoices: A time-based Invoice is used to charge your clients for a tracked number of hours that you spent working on their project
  • Credit Memos: This type of invoice is used to note a credit made to a client’s account
  • Debit Invoices: A debit Invoice signifies an increase in the balance due
  • Mixed Invoices: A mixed Invoice logs a series of credits and charges made to a client’s account

This is just the tip of the iceberg when it comes to the number of invoice formats available to you. Choose one or choose several – just be sure to choose one that works for your business model and make sense to your clients.

If you still have questions about how to format an invoice, what invoice format to choose or why invoicing matters for your business, check out the “Frequently Asked Questions” section below.

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Invoice Format FAQs

Have more questions about creating and sending invoices? We are here to help.

What are the benefits of using an invoice?

A invoice allows you to bill your clients, collect payment, organize your accounts, stay on top of your business finances and keep information on-hand come tax time. The right invoice format will help you stay organized and get paid correctly.

How do I choose the right invoice format for my business?

When choosing the right format for your business, consider what services you offer, how often you want to bill your clients, what payment methods you accept and how you want to organize your accounts. There are many formats available to choose from and you can customize them to suit your needs.

How do I customize my invoices?

When you download an invoice template online from FreshBooks, you can use Word, Excel, Google Docs, and PDF and more to customize the fields on your invoice. It’s there where you can describe your services, note the costs, outline your Refund Policy and include anything else that’s essential to your invoicing process.

What do I need to invoice on my invoice format?

Every business invoice should include your name, your business name and contact information, the services provided, the costs of those services, your client’s name and information, an invoice number, the total, the payment due date, your accepted payment methods and any policies you need to provide.