How to Create a PDF Invoice: 7 Things to Include 

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Creating a PDF invoice is a great way to simplify the billing process for both you and your customer. They are a great way to reduce paperwork, get paid faster, and minimize recordkeeping headaches. 

Moreover, these digital invoices are flexible and easy to customize, and can also be password-protected to add an extra layer of security. However, it’s crucial to include all the necessary information so you can properly be compensated for your services or items sold.

This piece highlights some things to consider when creating a PDF invoice.  

Do You Want Your Invoice to Be Editable? 

Especially if you have multiple customers to invoice, it can be incredibly taxing and time-consuming to make each and every invoice afresh. Thankfully, this can be solved by making editable PDF invoices. Editable invoices can be a great way to streamline the invoicing process and save time and money.

Options When Creating A PDF Invoice 

When creating a PDF invoice, you will have two main options to choose from.

Manually From Scratch 

You can make one from scratch, using a word processor like MS Word or a spreadsheet program like Google Sheets. While this method allows you to completely customize your invoice in terms of the look and layout, it has several complications. For instance, you have to enter data, perform calculations, and format your data manually, which can be laborious and time-consuming.

Using an Invoice Templates 

Using an invoice template to create PDF invoices is far much easier and faster than the manual approach. It saves a lot of time since all you may need is to enter the specific information relating to whom you are billing, what you are billing for, and the respective amounts.

Your template will already have the formulas in place, meaning that calculations are done automatically. An editable PDF invoice template helps to simplify the billing process when you need to send invoices to multiple customers.

7 Important Things Include In A PDF Invoice 

1. Company Information 

This should include your business name, address, contact information, and tax identification number. These particulars will help the recipient to know who the invoice is coming from. You might also want to customize your invoices with your company logo, which can be effective in promoting your brand.

2. Client Information

This should include the client’s name, address, and contact information. It helps you and the recipient to confirm that the invoice is going to the right person.

3. Invoice Number

This should be a unique number that is assigned to the invoice. It can be used to track payments and identify the invoice when the need arises in the future.

4. Invoice Date

Typically, this should be the date that the invoice was issued. However, you may also want to include the dates for the invoice period as well as the due date.

5. Payment Terms

This should include the payment due date, accepted payment methods, and any applicable discounts or incentives.

6. Items/Services Rendered

This is one of the most important sections to double-check before sending an invoice. It should include a detailed list of the services that are being invoiced for, the cost of each service, and the total cost for the services. 

It helps the recipient to know exactly what they are paying for, so they can ensure the same is reflected in their books. It’s best to have a clear description of the services or items being invoiced for.

7. Additional Information

While it’s not mandatory, you may want to include additional notes or information on your PDF invoice. For instance, you may want to let the recipient know of any additional fees or charges, such as taxes or shipping. In some cases, you may also want to append an e-signature to your PDF invoice depending on your arrangement with the client.

From being environmentally friendlier to reducing paperwork, and saving storage space, PDF invoices provide many benefits. As long as you always include the right information, they can be a great way to ensure you’re paid faster and with minimal to no complications.

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