Most invoice mistakes can be caught by comparing the final PDF with the accepted quote, delivery record and payments received. Use these ten checks before sending it.
1. Correct customer
Use the business or person responsible for payment. A referral contact or service location may differ from the contracting customer. Check the billing name and requested reference.
2. Unique invoice number
Do not reuse the number for a different sale. Use it consistently in the file name, email and payment record.
3. Clear service period
Separate the issue date from the dates the work took place. A monthly service invoice should name the month or exact period covered.
4. Matching quantity and rate
Hours need an hourly rate; sessions need a per-session rate. A fixed package uses one package, not the number of hours contained in it.
5. No duplicate package charges
If a package includes labor, materials or a report, do not add the same included work again. Identify approved extras separately.
6. Correct arithmetic
Check quantity × rate for each line, then verify discounts, applicable tax and the final total. Check rounding when decimal quantities are involved.
7. Deposit counted once
For a $300 invoice with $100 already received, request the $200 balance. Do not subtract an unpaid deposit request or deduct a received deposit twice.
8. Agreed deadline
Write the actual due date and payment method. Confirm that the deadline matches the accepted terms and their starting date.
9. Usable payment instructions
Give the details needed for the agreed payment method and request the invoice number as reference. Verify changes to bank details through a trusted channel.
10. Final PDF and recipient
Open the downloaded file, check that all pages and items are present, then attach it to the message to the correct billing contact. Keep a copy and record when it was sent.
Prepare and keep your invoice
Create an invoice or choose an editable layout from the template library. Replace the sample details, check the preview and download the PDF. Send it using your own email, with supporting documents as separate attachments where needed.
See payment terms and due-date examples and the invoice tracking guide for the next steps. Save the PDF and a backup of any locally stored records.