How to make an invoice: A beginner’s guide (2024)

The best way to create an invoice is by using invoicing software. You can either use a paid tool or a free invoicing app such as Conta. Here you’ll find everything you need to know invoices in 2024.

Whether you’re running a small or large business, invoicing is an important part of business operations.

In this guide, we will help you find the right invoicing software for your business and explain how to make an invoice, step by step.

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Important steps before making an invoice

Pick an invoicing method

The two most popular ways to make invoices are using invoicing software or invoice templates.

Templates are easy to use and can be downloaded for free online. With an invoice template, you have complete control over the design of your invoices and can tailor them to your needs. A downside, however, is that the invoicing process can take a long time time. You have to fill out fields manually and invoices have to be sent as attachments in manually written emails. Another limitation is that invoice numbers are not assigned automatically, which is illegal in some markets.

Invoice software helps you create and send invoices in an efficient manner. Fields such as date, invoicing number, and contact information are filed out automatically and it takes less than a minute to create an invoice. Furthermore, invoices can be sent from the system to your customer’s email address. Invoicing software also helps you streamline the invoicing process with automated payment reminders and recurring invoicing. The main downside is that most types of invoicing software charges a monthly fee. However, there are some free invoicing systems on the market, such as Conta.

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Choose the right invoice software

If you don’t send invoices, you will not get paid. Before creating an invoice, pick an invoicing software that serves your needs without being too difficult to use. We suggest that you try Conta.

For small business owners, invoicing can be quite stressful because it takes a lot of time. That’s why you might want to consider choosing an easy-to-use software.

Here’s how to choose the best software for your business:

1. Create a list of all your needs: What do you need in order to work efficiently? Is it important for you that it’s easy to use?
2. See which softwares are on the market: Software can be found through a simple Google search or by asking friends. We’ve also compared the best invoice creators.
3. Pick the most affordable alternative: Make an estimate of how many invoices you are going to send and pick the right plan for you. You should choose the software which has the lowest price and meets your needs.

Remember to try free alternatives, like Conta, before going for a paid alternative.

How to make an invoice, step by step

1. Include the essentials

There are some elements that have to be included in order for an invoice to be valid.

Start by making sure that the following elements are included:

• The word “invoice” at the top of the document
• A unique invoice number
• The invoice date
• The due date

Most invoicing software will automatically add this information, but if you’re using a template, you have got to make sure this is all in place.

2. Include the recipient

Include the company name, email and address of the recipient, so there’s no doubt about who the invoice is meant for. Also include your own contact information, to make sure that your customer knows who it’s from.

3. Optimize your invoice to get paid on time

There are some things you should include to help you get paid on time.

Studies show that companies who use polite language in their invoices, for example the words “please” and “thank you”, get paid five percent faster.

You should also nudge customers to pay on time by creating a sense of urgency, for instance, by adding information about late fees: “Payment must be made within 14 days, otherwise a 4 percent late fee will apply”.

Ready to send your first invoice?

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How to make an invoice for free with Conta

Using invoicing software is very straightforward. Conta helps you include all the necessary information and guides you through the process.

Here is how to create free invoices in Conta:

1. Create your free account
2. Click CREATE INVOICE
3. Fill in the blank fields
4. Click send

If you want to customize your invoices with your own branding, you can upload your company logo.

Your invoice is sent – what’s next?

Here are some tips to follow up:

• Remember to check whether your customers pay on time. If the payment is late, you should send a payment reminder as soon as possible.
• Consider automating repetitive tasks. If you, for example, need to send the same invoices each month, you can set up recurring invoicing so that they’re sent automatically.

Free invoice template vs. free invoicing software

Features	Template	Conta
Cost	$0	$0
Printable	✅	✅
Email to clients	✅	✅
Track sales and sales tax for accounting	❌	✅
Unlimited invoicing	❌	✅
Send automatic payment reminders	❌	Coming soon!
Recurring invoicing	❌	Coming soon!
Track invoice status	❌	✅
Add collaborators	❌	✅

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Frequently asked questions