Key Takeaways
- Every invoice needs seven required elements: your info, client info, invoice number, dates, line items, totals, and payment instructions
- Payment instructions are the most commonly missing field and the #1 cause of late payments — always include bank details or a payment link
- Use specific line item descriptions that reference your contract or SOW — vague descriptions like 'Consulting' slow down AP approvals
- Always specify currency with a 3-letter code (USD, EUR, GBP) — never use just '$' on international invoices
- International invoices need additional fields: SWIFT code, intermediary bank details, and VAT/tax notes where applicable
- Run through a checklist before every invoice — one missing field can delay payment by weeks
Table of Contents
A missing field on an invoice doesn't just look unprofessional — it delays payment. Accounts payable teams process hundreds of invoices per month, and incomplete ones go to the bottom of the pile.
This is the complete checklist of what every invoice should include, whether you're a freelancer billing your first client or a founder invoicing internationally from a US LLC.
Required Invoice Fields
These fields must appear on every invoice you send. Missing any one of them can cause payment delays or rejected invoices.
1. Your Business Information
- Legal business name — Your LLC name, not a DBA or brand name. If you're a sole proprietor, use your full legal name.
- Business address — Registered address or principal place of business.
- Contact information — Email and phone for billing inquiries.
- Tax ID (EIN or equivalent) — Required for US clients (1099 reporting) and expected by most international clients. See W-9 vs W-8BEN for details.
2. Client Information
- Client's legal company name — The billing entity, not a project name or brand.
- Billing address — The address their accounting team uses for records.
- Attention line — "Attn: Accounts Payable" or the specific person who approves invoices.
3. Invoice Identifiers
- Invoice number — A unique, sequential identifier. Use a format like INV-2026-001. For best practices, see our invoice number generator guide.
- Invoice date — The date you issue the invoice.
- Due date — A specific calendar date (e.g., "April 15, 2026"), not just "NET 30".
- Payment terms — NET 15, NET 30, or custom terms. See payment terms explained.
4. Line Items
| Field | Why It Matters |
|---|---|
| Description of service | Specific enough for AP to approve without questions |
| Quantity | Hours, units, sessions, or deliverables |
| Unit price / rate | Matches your contract or SOW |
| Line total | Quantity x rate for each item |
Vague line items like "Consulting — $5,000" create friction. Instead, write "UX audit — 20 hours @ $250/hr per SOW dated March 1." Specificity speeds up approvals.
5. Totals
- Subtotal — Sum of all line items before tax or discounts.
- Tax — Sales tax, VAT, or GST if applicable. For most B2B services from a US LLC, this is $0. See our guide on invoicing international clients for tax rules.
- Discount — If you offer early payment discounts (e.g., 2% off if paid within 10 days).
- Total due — The final amount. Make this the most prominent number on the invoice.
6. Currency
Always specify the three-letter currency code: USD, EUR, GBP, CAD. Never use just "$" — it's ambiguous for international clients. If you invoice in multiple currencies, see our guide on payment methods for US LLC founders.
7. Payment Instructions
This is the most commonly missing field — and the single biggest cause of late payments.
- Bank name and account details — Account number, routing number (domestic), SWIFT/BIC (international).
- Payment link — Stripe checkout, Wise payment link, or other online payment option.
- Accepted methods — List all methods you accept so the client can choose the fastest one.
Recommended (Optional) Invoice Fields
These aren't strictly required, but they improve professionalism and reduce payment friction.
| Field | When to Include |
|---|---|
| Logo | Always — adds brand recognition and professionalism |
| PO number | When the client provides one (common with enterprise clients) |
| Project name / reference | When billing for a specific project within a larger engagement |
| Late payment terms | Always — "1.5% per month on overdue balances" deters late payment |
| Early payment discount | When cash flow is a priority — "2/10 NET 30" means 2% off if paid in 10 days |
| Notes / thank you | Brief and professional: "Thank you for your business." |
| Contract reference | When the invoice relates to a specific SOW or contract number |
Additional Fields for International Invoices
If you're invoicing clients outside your country — which is common for non-resident US LLC founders — you'll need a few extra fields:
- SWIFT/BIC code — Required for international wire transfers.
- Intermediary bank details — Some international wires route through a correspondent bank.
- Client's VAT/tax ID — EU clients may need this for reverse-charge VAT.
- "Reverse charge" note — For B2B services to EU clients: "Reverse charge: VAT to be accounted for by the recipient."
- Country of origin — Your business country, for the client's import/tax records.
Never Miss an Invoice Field Again
Velora's invoice builder includes every required field by default, with smart defaults for payment terms, currency, and tax — so your invoices are complete and professional every time.
Try Velora FreeInvoice Checklist: Quick Reference
Use this checklist before sending any invoice:
| Field | Status |
|---|---|
| Your legal business name and address | Required |
| Your tax ID (EIN) | Required |
| Client legal name and billing address | Required |
| Unique invoice number | Required |
| Invoice date | Required |
| Due date (specific calendar date) | Required |
| Payment terms (NET 15, NET 30) | Required |
| Itemized services with quantities and rates | Required |
| Subtotal, tax, total due | Required |
| Currency (3-letter code) | Required |
| Payment instructions | Required |
| Logo | Recommended |
| PO number | If provided by client |
| Late payment terms | Recommended |
| Notes / thank you | Recommended |
| SWIFT code / intermediary bank | International only |
| VAT/tax note | International only |
Conclusion
A complete invoice gets paid faster than a perfect-looking one with missing fields. Before you send, run through the checklist: your info, client info, invoice number, dates, itemized services, total, currency, and — most importantly — payment instructions. If you're invoicing internationally, add SWIFT codes and any required tax notes. Every field you include removes one potential reason for your invoice to sit in someone's "follow up later" pile.
Frequently Asked Questions
- What are the required fields on an invoice?
- Every invoice must include: your legal business name and address, tax ID (EIN), client's legal name and billing address, a unique invoice number, invoice date, due date (specific calendar date), payment terms, itemized line items with descriptions/quantities/rates, subtotal and total due, currency code, and complete payment instructions.
- Do I need to include my tax ID on invoices?
- Yes. If you have a US LLC, include your EIN on every invoice. US clients need it for 1099 reporting, and international clients expect it for their own tax compliance. If you don't have an EIN yet, include your SSN for US clients or note that you're applying for one.
- What changes on an invoice for international clients?
- For international invoices, add: SWIFT/BIC code for wire transfers, intermediary bank details if needed, the client's VAT or tax ID (especially for EU clients), a reverse-charge VAT note for B2B EU services, and your country of origin. Always use a 3-letter currency code instead of just a currency symbol.
- Why do invoices get rejected by accounts payable?
- The most common reasons are: wrong legal entity name on the invoice, missing PO number (when required), no payment instructions, vague line items that don't match the contract, and incorrect totals. A 5-minute check with the client's AP team before sending your first invoice prevents all of these.
- Should I include late payment terms on my invoice?
- Yes. Including a late fee clause (e.g., 1.5% per month on overdue balances) serves as a deterrent even if you rarely enforce it. It signals that you take payment timelines seriously. Make sure the same terms appear in your contract or engagement letter.
Written by
Sarah Chen
Head of Content at Velora
Writer and strategist focused on operational finance for global founders. Former consultant at Deloitte, now helping international entrepreneurs build better billing workflows.
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