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Invoice Preparation Checklist

Invoice Preparation Checklist 9

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

Invoice requires a unique number on every one you send out. Invoice number 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 coming back to question any details.

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


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. 

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Louise Burton-Payne

Checklist Ambassador

Digital marking, SEO & social media are a great passion of mine. Love to be ultra organised and love checklists and to-do lists so dream situation to hybrid the two with Checkify :-) Technology can help reduce the pressure and stress of trying to remember everything. Automation saves time and reduces mistakes.

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