Checklist

What to include on an invoice checklist

Every field a complete, payable invoice needs, plus the fields required only in specific cases. Free checklist and downloadable PDF.

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Use this to confirm your invoice has every field it needs to be valid, payable, and clear. The first group is the must-have set for a standard invoice; the second is fields that are required in specific situations or that get you paid faster. For country-specific legal requirements, see the reference link below.

Must-have fields

The word "Invoice" and a unique invoice number
Your business name, address, and contact details
Your tax registration number (VAT / GST / EIN) where you're registered
The client's name and billing address
Issue date, and a due date or payment terms
An itemized list of goods or services with quantities and unit prices
Subtotal, tax (rate and amount), and the total due
The currency, stated explicitly
Payment instructions: how the client actually pays you

Required in specific cases, or recommended

A PO number, when the client uses purchase orders
The client's tax ID, for B2B cross-border or reverse-charge invoices Why: reverse charge requires both parties' VAT numbers on the document
The supply or tax-point date, where it differs from the issue date
Notes or terms, including any late-fee policy
Your logo and branding, so the invoice is recognizable and trusted

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What to include on an invoice checklist FAQ

Are these fields legally required?

The must-have set covers a standard valid invoice in most jurisdictions, but the exact legal requirements vary by country, especially for VAT/GST invoices. Check the per-country requirements in our reference data for your specific case.

Do I need my client's tax ID on the invoice?

For domestic invoices, usually no. For B2B cross-border invoices inside systems like EU VAT reverse charge, yes: both your VAT number and the client's are required on the document.

What's the difference between this and an invoice template?

This checklist verifies an invoice you already have is complete. A template is a ready-made starting point you fill in. If you want the starting point, use our free invoice templates.

Last updated June 1, 2026