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 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.

Preparing an Invoice Checklist

Invoice Template

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

Date

Add the date

Invoice Number

Unique number which can be numbers and letters.

Customer Details

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

Description

Enter a description of the goods or services.

Costs

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

Approval

Does it need approval?

Get it approved before sending.

Send

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.

Accounts

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

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