Name the assessment, model or report delivered and the building it relates to. Separate an advisory fee from any third-party certification or testing fee.
Keep the scope and charges consistent
Reference the accepted scope and report version. A recommendation is not a certification; the invoice should not imply a rating or approval that has not been issued.
A worked invoice example
These fictional US-dollar amounts demonstrate the calculation. They are not market rates, recommended fees or a tax example. Replace them with your agreed prices and currency.
| Work or supply | Quantity | Rate | Amount |
|---|---|---|---|
| Building energy assessment and report | 1 | $800.00 | $800.00 |
| Additional design review hours | 3 | $100.00 | $300.00 |
| Total | $1,100.00 | ||
| Payment already received | $275.00 | ||
| Balance due | $825.00 | ||
The line amounts add to $1,100.00. Subtract the $275.00 payment once to get $825.00 still owed. This example contains no tax, shipping or discount. A requested but unpaid deposit is not a payment received.
Information to include
Add your business and client billing details, a unique invoice number, issue date, service dates, currency and the agreed due date. Include the job, booking or purchase-order reference the customer uses to approve the work. Keep the service location distinct from the billing address when they differ.
Payment wording you can adapt
Remaining balance: $825.00. Please pay by [agreed due date] using [agreed payment method and details], and include [invoice number] as the payment reference.
Replace every bracketed field before sending. Use the deadline and payment method agreed with the customer. A warranty, cancellation policy or new extra charge should not be introduced for the first time on the final bill.
Check the job record before sending
Compare the invoice with the accepted quote and completion record. Confirm that every charge belongs to this customer, quantities match the billing units, included work is not charged twice, and payments received are deducted once. If a charge is disputed, identify the specific line and compare it with the written agreement.
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.