How To Create Professional Invoices

I have been working in my company for more than 12 years now. And I still see entrepreneurs making the same invoicing mistakes I made when I started.

Those mistakes cost me thousands of delayed payments and countless hours chasing clients.

Look, creating professional invoices isn’t just about getting paid.

It’s about setting the right tone with clients, establishing your brand as legitimate, and creating systems that keep your cash flow healthy. 

I’ve tried every invoicing approach under the sun.

From cobbling together Word documents to using specialized software like ProfitBooks, I’ve learned what works through plenty of trial and error.

 

That’s why I’ve created this article to share my experience and knowledge in creating professional invoices.

I have mentioned the best practices, mistakes I’ve made (and learnings from them), tips on getting paid quickly, and overall procedure of raising professional invoices.

 

6 Things To Do Before You Create An Invoice

 

1. Create Organization Policies

When I first started, I handled invoicing on a case-by-case basis.

Big mistake!

I’d negotiate different payment terms with various clients and confuse myself.

Before you dive into the terms I made, I would suggest you get an overall outlook on the subject. I have explained how to set payment terms in a previous guide. You might find it helpful.

 

Eventually, I created clear policies that covered:

• Payment deadlines (I now require payment within 14 days, not 30) 
• Late payment penalties (2% monthly interest works wonders) 
• Acceptable payment methods (it’s best to provide all legal payment methods)
• Cancellation terms (make sure these terms are in your favor)

 

 

 

I’ve also had to adapt to privacy regulations like GDPR, which affect how we handle client information on invoices. This might sound boring, but having these policies spelled out saves me from awkward conversations later.

You’d also want to include your digital signature policy.

We already have Germany, France, and Romania, who just made major changes this year.

With more countries requiring e-invoicing, getting this right matters more than ever. 

 

2. Setup Your Payment Collection Method

This was a game-changer for me.

I simply used to include my bank details and hoped clients would pay.

Now, I use integrated payment gateways that make it ridiculously easy for clients to pay instantly.

ProfitBooks offers seamless integration with multiple payment processors. This allows clients to pay directly through the invoice.

I’ve found that when I make it easier for clients to pay, I get paid an average of 7 days faster.

 

Beyond traditional options, consider the following:

• Modern payment gateways (Stripe, Square) 
• Digital wallets (Apple Pay, Google Pay) 
• Cryptocurrency options (if relevant to your clients)

 

 

 

The setup fee structure has changed dramatically since 2021.

Many platforms now offer free setups with transaction-based pricing. So shop around for the best deal.

 

3. Design & Branding

Ever received an invoice that looked like it was made in 1997?

Yeah, not exactly confidence-inspiring. 

I see invoices as a branding opportunity!

I spent a couple of hours creating a template that matches my website and marketing materials.

The payoff?

Clients comment on how professional it looks. And I’ve noticed they tend to pay these polished invoices faster. 

ProfitBooks offers customizable invoice templates that let you add your logo and brand colors while customizing your layout.

Since switching to these branded templates, my payment turnaround time improved by about 20%.

 

 

For digital invoices specifically: 

• Use web-friendly fonts that render well across devices 
• Keep file sizes reasonable 
• Ensure the layout works on mobile (lots of clients review invoices on their phones)

 

4. Send Estimates/Quotations

I learned this lesson the hard way after a client disputed a $7,500 invoice because they “expected” the price to be lower. Now, I always send detailed estimates before starting work. 

ProfitBooks lets me convert estimates directly into invoices with a single click. This saves me time and ensures consistency between what I quoted and what I bill.

 

 

Your estimates must be detailed and should include: 

• Clear scope definitions 
• Timelines 
• Payment schedules 
• Terms and conditions 
• E-signature capabilities for formal approval
  

Getting that digital thumbs-up before you start work is business insurance; trust me.

You should always give estimates or quotations to your clients before the project begins.

Quotations or proposals also give your clients an idea about how much they will be paying you in the future. To make sure you don’t leave out important details, you can use business proposal templates.

 

 

5. No Surprises

Nothing kills client relationships faster than surprise charges.

If a project’s scope expands, I immediately discuss the additional costs and get explicit approval before proceeding. 

I once added a small $200 charge for extra revisions without discussing it first. The client paid but never worked with me again. That $200 cost me a relationship worth thousands.

Not worth it! 

When scope changes happen (and they always do), document the conversation and send a revised estimate.

Your future self will thank you when that client can’t claim they didn’t approve the extra work.

 

6. Tell Them That It’s Coming

This simple courtesy makes a huge difference.

Especially in a location-based business, like remodelers or interior designers, letting your clients know about upcoming payments beforehand is always a plus.

For remodelers looking for a streamlined invoicing process, using an invoicing app for remodelers can significantly aid in creating accurate invoices that reflect the scope and detail of your services.

These apps allow contractors to integrate estimates directly into invoices. You can get this done on the go with ProfitBooks’ mobile app as well.

The point is to ensure precision and cohesion from project initiation to payment completion.

For this, I’d recommend you get automated invoicing software.

 

Here’s what I do in my process:

Before sending an invoice, I give clients a heads-up through their preferred communication channel. Whether that’s email, Slack, WhatsApp, or even a text message. 

A simple message like, “Hey Sarah, just wanted to let you know I’ll be sending the invoice for Project X tomorrow. Everything went smoothly, and the final amount is $X as we discussed. Let me know if you have any questions!” sets expectations and primes them for payment.

 

7. Understand Legal Requirements

This is something I wish I’d paid more attention to earlier. Invoice requirements vary dramatically by country, and getting them wrong can cause serious problems. 

For example, since 2025:

• The EU has mandatory e-invoicing requirements coming into effect
• Germany requires specific information for B2B transactions
• France is piloting new e-invoicing systems
• Romania requires all B2C invoices to be processed through their e-Factura system

 

 

If you work internationally, you need to understand these requirements.

ProfitBooks helps by automatically including country-specific fields based on your client’s location. So the process becomes somewhat automated and easier.

 

How To Create Professional Invoices

The Old Way (Please Don’t Do This) 

When I started, I created invoices in Microsoft Word.

I’d spend 20+ minutes hunting for the last invoice I sent, copying it, changing the details, and inevitably missing something important. Then I’d convert it to PDF, attach it to an email, and hope for the best.

Today, this approach is increasingly outdated. Not only is it time-consuming, but it lacks: 

• Automated tracking 
• Payment integration 
• Compliance with e-invoicing mandates 
• Security features to protect sensitive information

 

 

 

The Better Way 

Cloud-based accounting software like ProfitBooks transforms invoicing from a tedious chore into a streamlined process.

Just upload your company logo with a couple of touch ups, and you are all set.

Here’s why I made the switch: 

• Time savings: What used to take 20+ minutes now takes less than 5 
• Consistency: Every invoice follows the same professional format 
• Tracking: I can see when clients view invoices and send automatic reminders 
• Integration: It connects with my payment gateway system, eliminating double-entry 
• Automation: With ProfitBooks, I can set automated invoice reminders. 

The software has paid for itself in time-saved and faster payments.

 

Steps To Create Professional Invoices

Here at ProfitBooks, we made this detailed video on how to create a professional invoice, after

 

Here’s my step-by-step process of raising invoices using ProfitBooks:

1. Include Your Details

Make sure your invoice clearly shows: 

• Your business name 
• Address 
• Contact information 
• Website 
• Company registration number (if applicable) 

I also include my logo prominently at the top. ProfitBooks stores this information, so I don’t have to re-enter it for each invoice.

 

2. Include Client Details

Always include: 

• Client’s business name 
• Contact person’s name (the decision-maker for payment) 
• Complete address 
• Email address 
• Phone number 

Getting these details right the first time speeds up payment. I once sent an invoice to the wrong department at a large corporation, and it took 3 months to sort it out!

 

3. Invoice Identification

Each invoice needs: 

• A unique invoice number 
• Invoice date 
• Payment due date 

ProfitBooks automatically generates sequential invoice numbers, which saves me from accidentally duplicating or skipping numbers.

 

4. Tax Details

This section needs extra attention because tax rules change frequently: 

• Include your tax identification number 
• Break down applicable taxes separately 
• For international clients, understand VAT/GST requirements across jurisdictions 

ProfitBooks is GST-compliant and automatically calculates CGST, IGST, or SGST rates for invoices and purchases. This is a huge time-saver.

 

 

 

It also handles international tax considerations, which is essential as my business has expanded globally. You can join for free and try it yourself.

 

5. Describe Your Service/Product

Be detailed but concise. For example: 

• “Website Redesign for XYZ Campaign March 2025” (not just “Web Design”) 
• “10 hours of Social Media Management at $75/hour” (not just “Social Media”) 

I include enough detail that the invoice could stand alone as evidence of what was delivered. This has saved me in a few payment disputes.

 

6. Include Payment Terms

Clearly state: 

• When payment is due 
• Accepted payment methods 
• Late payment penalties 
• Early payment incentives (if offered) 

Since reducing my payment terms from 30 days to 14 days, my average time-to-payment has decreased by 40%. Clients adjust to your terms if you’re clear about them upfront.

 

 

 

7. Include Notes Section

I use this for: 

• Personalized thank you messages 
• Project-specific details 
• Special instructions or context 

This small personalization makes a difference. I’ve had clients specifically mention appreciating the personal notes on invoices.

 

8. Send It Properly

ProfitBooks gives me options to: 

• Email directly from the platform 
• Generate shareable links 
• Export to PDF if needed 

The built-in email templates save time while maintaining a professional appearance.

So, whenever possible, email your invoice rather than taking a print and sending it manually to the client.

This will save time and make life easy for both you and your client.

 

 

9. Advanced Options

ProfitBooks offers several advanced features that I’ve found invaluable: 

• Multi-currency support: This is Essential for my international clients 
• Recurring invoice scheduling: For retainer clients, this is a lifesaver
• Integration with other systems: Connects with my CRM and project management tools
• Analytics dashboard: Helps me track payment patterns and cash flow

These features have helped me scale my invoicing process as my business has grown.

 

10. Security Considerations

In 2025, invoice security will be more important than ever.

I’ve implemented: 

• Secure transmission methods (no more plain email attachments) 
• Password protection for sensitive invoices
• Data encryption for stored invoice records
• Regular security audits 

ProfitBooks offers secure data storage with customizable user permissions. This helps protect both my business and client information.

 

11. Digital Delivery Best Practices

For electronic invoices: 

• Use secure delivery methods 
• Implement tracking to confirm receipt 
• Include clear call-to-action buttons for payment 
• Ensure mobile-friendly formats 

These practices have reduced payment delays caused by “I never received it” claims.

 

Best Practices For Billing Your Clients Successfully

1. Bill Quickly

I used to batch my invoicing at the end of the month.

Big mistake! Now, I invoice immediately upon project completion or on pre-arranged milestone dates. 

The difference?

My average time-to-payment went from 45 days to under 20 days. 

With ProfitBooks’ mobile app, I can even create and send invoices while on the go. So there’s no waiting until I’m back at my desk.

 

2. Be Detailed

My rule is to include enough detail that a third party could understand exactly what was provided. 

This level of detail: 

• Prevents questions that delay payment 
• Provides clarity for your client’s accounting department 
• Creates a record of delivered services 

ProfitBooks allows for detailed line items and descriptions, making it easy to be thorough without creating cluttered invoices.

 

3. Be Consistent

I invoice on the same days each month for retainer clients and use consistent terminology, formats, and numbering systems. 

This consistency: 

• Trains clients when to expect invoices 
• Reduces confusion 
• Establishes professional credibility

 

4. Automating the Invoicing Process

Automation has been transformative for my business.

With ProfitBooks: 

• Recurring invoices are generated and sent automatically 
• Late payment reminders go out without my intervention 
• Payment reconciliation happens in the background 

This automation saves me about 5 hours each month. This is time I can spend on billable work instead.

 

5. International Invoicing Considerations

For global clients, I’ve learned to manage: 

• Currency conversions (with clear exchange rate documentation) 
• Time zone differences (setting due dates that make sense in their locale) 
• Language considerations (including dual-language invoices when helpful)

 

ProfitBooks’ multi-currency support and customizable templates make this much easier than my previous manual process.

The 5-minute video below shows exactly how easy this process of creating professional invoices is. Check it out if you want to know a bit more about this:

 

 

What To Do After Raising Professional Invoices 

1. Keep Record

I maintain organized records of all professional invoices, including:

• When they were sent 
• When they were viewed 
• Payment status 
• Follow-up communications 

ProfitBooks handles most of this automatically. It creates an audit trail I can reference if questions arise.

For legal compliance, I retain records based on jurisdiction requirements (generally 7 years in most places where I do business).

 

2. Follow Up

My follow-up system is simple but effective: 

• 3 days before the due date: Friendly reminder 
• On due date: Confirmation request 
• 3 days after the due date: Polite follow-up 
• 10 days after the due date: Formal payment request with late fee notice

 

 

 

Here’s an example of my 3-day reminder template:

“Hi [Name], 

Just a friendly reminder that invoice #1234 for $X is due in 3 days. Please let me know if you have any questions about the invoice or if there’s anything I can help with to ensure timely payment.

Thanks for your business! [Your Name]”

ProfitBooks automates these reminders, ensuring consistent follow-up without requiring my time or attention for each invoice.

 

3. Say Thank You

I always acknowledge payments with a sincere thank you. This small gesture: 

• Reinforces positive client relationships
• Confirm receipt of payment
• Opens the door for additional business

ProfitBooks sends automatic receipt confirmations, but I also add personal notes for significant projects.

 

4. Handling Disputes and Adjustments

Despite best efforts, disputes happen. My process for handling them: 

1. Listen fully to the client’s concern 
2. Respond promptly and professionally 
3. Provide supporting documentation if necessary 
4. Find a fair resolution quickly 

When adjustments are needed, ProfitBooks makes it easy to create credit notes that maintain accurate accounting records while resolving the dispute.

 

FAQs: Professional Invoices

What’s the difference between an invoice and a bill? 

While often used interchangeably, there’s a subtle distinction. An invoice is what I send to request payment for goods or services provided. A bill is what my clients receive and need to pay. Same document, different perspective!

 

How do I handle recurring invoices efficiently? 

Automation is key here. I use ProfitBooks to set up recurring invoice templates for retainer clients. The system automatically generates and sends invoices on scheduled dates, tracks payments, and sends reminders if necessary. This has eliminated hours of manual work each month.

 

How do I create professional invoices for international clients? 

For international invoicing, I pay special attention to: 

• Include all required information for the client’s country (tax IDs, registration numbers) 
• Clearly stating the currency and payment methods 
• Addressing VAT/GST requirements appropriately 
• Using neutral language that translates well 

ProfitBooks’ multi-currency support makes this process much more manageable.

 

What should I do if a client constantly pays late? 

I’ve dealt with this more times than I’d like! My approach: 

1. Have a direct conversation about the issue 
2. Consider implementing more stringent terms (upfront deposits, shorter payment windows) 
3. Set up automated reminders 
4. For persistent issues, consider adding late fees 

In extreme cases, I’ve stopped work until payment is received or even ended client relationships that consistently strain my cash flow.

 

How do I handle disputed invoices? 

When a client questions an invoice, I; 

1. Listen to their concerns without becoming defensive
2. Review the original agreement and the work delivered 
3. Look for a fair compromise when appropriate 
4. Document the resolution clearly 
5. Create proper credit notes if adjustments are needed 

ProfitBooks makes this process easier by providing complete records of all transactions and allowing me to generate professional credit notes when needed.

 

How are invoicing requirements changing in 2025? 

The biggest changes I have seen involve: 

• Mandatory e-invoicing in more countries (particularly in Europe) 
• Enhanced security requirements for electronic transmission 
• More stringent data protection regulations affecting what can be included 
• Integration of AI for invoice processing and fraud detection 

Staying current with these changes is essential for businesses operating across borders. 

 

Conclusion

Creating professional invoices isn’t just about looking good.

It’s about getting paid promptly, maintaining healthy client relationships, and ensuring your business runs smoothly. With the right tools and processes, invoicing can transform from an administrative headache into a strategic advantage for your business. 

Have you implemented any of these practices in your business? I’d love to hear about your experiences in the comments!

 

 

Also Read:

How To Deal With Late Invoice Payments

How To Write Invoice Payment Terms & Conditions: 7 Tips

GST Invoice – Learn Everything About It

What is Invoice Financing, and How Does It Work?

How to write effective invoice payment terms

Add payment links on invoices

Guide on invoice discounting