Invoice Preparation Checklist

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Invoice Preparation Checklist

Invoice preparation is about bringing all the details together from one business to another to create a document that explains a bill to be paid. 

Make sure it includes all your company details, including name, address, payment methods, and details, and VAT number if applicable.

Invoice requires a unique number on everyone you send out. Invoice numbers can vary in format they can be any string of numbers and letters. The uniqueness helps make it easier to track down any specific invoices and easy to the auditor.

Provide a brief concise description of the goods or services supplied so the customer understands what they’re paying for.  This saves the customer from coming back to question any details.

It only needs to be a single page if requires a detailed breakdown can always add a separate summary page. 

Make sure your invoicing process has been thought out to streamline the whole process.

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Invoice Preparation Checklist

Invoice Template

Use your standard template that has header, business name, contact details and VAT Number.


Add the date

Invoice Number

Unique number which can be numbers and letters.

Customer Details

Customer name, address, reference and/or order number.


Enter a description of the goods or services.


Total of the costs, including tax / VAT.

Double-check figures.

Payment Terms

Check payment terms that apply to this customer.

Examples: Payment on receipt, 30 days, 60 days or 90 days


Does it need approval?

Get it approved before sending.


Digital or real World?

Print and post and attention to or Email and copy in anyone requested.

Copy Saved

Save the a copy before sending to provide evidence against it being altered.

Set Date

Set the date to be chased if payment not received.


File a copy for tax and VAT records and for your accountant to submit your returns.

Frequently asked questions
Looking for more info? Here are some things we're commonly asked
  • Why is a Checklist Important?

    Does the running of your business include several repetitive tasks? If there’s no guidance or procedure in place, it’s possible for some of the steps in the process to get forgotten. This is why checklists are important.

    People get distracted, and when something gets forgotten, it’s much harder to recover than if they’d completed the task right in the first place.

    Guidance every step of the way makes sure something is completed perfectly every time.

    Read More: Why is a Checklist Important?

  • Checklist To Reduce Mistakes

    We all carry enormous knowledge and experience that we want to apply effectively, but we are all prone to make mistakes. There’s only so much we can store in our heads without forgetting something. How to maximise our use of knowledge?

    The simple answer to this problem is to use checklists.

    Read More:  Power Of A Simple Checklist To Reduce Mistakes

  • What types of checklist are there?

    How many types of checklists are there? Two. What are the two types of checklists? Read-Do and Do-Confirm checklists are about how you use checklists.

    Read More: Types of checklist: What are the two most powerful Checklist Types?

  • Checklist Software

    A checklist is a way to document each step needed to complete a task. A detailed set of instructions, a guide of how something is done. 

    Checklist software allows you to document every step of a process to be used over and over again.

    Read More: Checklist Software

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