Guide · Invoices
Build an invoice your client can act on.
A useful invoice identifies both sides, explains what was supplied, shows how the total was calculated, and makes the next payment step unambiguous.
Collect the facts before formatting
Start with the seller name and contact details, the customer or company being billed, a unique invoice number, and the issue date. Add a due date only when it matches the payment terms you agreed. Local rules may require tax identifiers or particular wording, so check the requirements that apply to your business and customer.
A practical starting checklist
- Seller and customer names with useful contact details
- One unique invoice number and a clear issue date
- Each product or service, quantity, rate, and applicable tax
- Currency, amount due, due date, and payment instructions
Describe each line so the amount can be checked
Use one line for each distinct product, service, milestone, or billing period. A description such as “Design work” leaves room for questions; “Homepage design · approved milestone · August 2026” connects the charge to work the customer can recognize. Keep the quantity and rate in the units you actually agreed, such as hours, sessions, items, or a fixed project fee.
Make the total traceable
Check the subtotal before applying an invoice-level discount, tax, or shipping amount. Record any payment already received so the balance due is not mistaken for the original total. If a payment is greater than the total, resolve whether it is a credit, deposit, or data-entry error before sending the document.
| Amount | Example | Question to answer |
|---|---|---|
| Subtotal | 2 × $450 = $900 | Do the lines add up? |
| Tax | 10% = $90 | Is this rate applicable? |
| Paid | $200 deposit | Was it already received? |
| Balance | $790 | Is this the amount requested now? |
Give the customer one clear next step
Put payment instructions, a purchase-order reference, and short terms where the customer can find them. Avoid placing passwords, full card details, or unnecessary personal information in an invoice. Before sending, review the PDF as the recipient will see it: names, dates, currency, totals, page breaks, and payment details.
Create and check the PDF locally
Mallow Invoice calculates the draft in the browser, creates a PDF, and reopens the generated file for Output Check before enabling the download. That check catches structural output problems; it does not decide whether the invoice meets tax, accounting, or legal rules.
Open Mallow Invoice