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How to create an invoice

How to create an invoice

Create an invoice that gets you paid faster. Discover a step-by-step guide for making invoices, including essential invoice features and expert tips.

Jan 3, 2025

Creating an invoice might seem like a dull administrative task, but it's the most important part of actually getting paid. And, of course, that ensures you can keep your cash flow healthy.

Like a well-crafted menu, an invoice not only communicates vital information, but also sets the tone for how you work with clients. But how can you create an invoice for businesses that makes it as easy as possible to get paid? And what are the key components that actually go in an invoice? 

This article answers these questions, showing you exactly how to create professional invoices as quickly and effectively as possible. 

Why businesses need invoices

Invoices are the foundation of your business's financial health. They serve as legal records of transactions, help maintain accurate bookkeeping, and crucially, they're your ticket to getting paid. 

Invoices serve many important purposes, including these things: 

  • Ensure timely payments

  • Improve cash flow

  • Build trust with clients

  • Detail billed services or products

  • Act as documentation for tax purposes

  • Help track business performance over time

What goes in an invoice?

So, what do you actually need to add to an invoice that you send to customers? A comprehensive invoice should include:

  1. Business and client details: Include your company name, address, and contact information. Also, add your client's details to ensure the invoice reaches the right person.

  2. Unique invoice number: This helps with organisation and tracking. It's often a sequential number but can include other identifiers like date or client codes.

  3. Date of issue and due date: Clearly state when the invoice was created and when payment is due.

  4. Itemised list: Detail each product or service provided, along with quantities and individual prices. This helps avoid disputes and confusion.

  5. Total amount: Give a total amount of all the costs, including any taxes or discounts. Make sure this figure is as clear as possible.

  6. Payment terms and methods: Specify accepted payment methods and any terms such as late fees or early payment discounts.

Including all of these things helps to create a clear, professional, and legally compliant invoice.

Types of invoices in Europe

There are two main types of invoices in Europe: simplified and full. Essentially, these exist to help businesses know how much detail they need to include on their invoices (for tax purposes).

A simplified invoice allows businesses to request payment quickly without complex documentation. On the other hand, full (or standard, complete, etc.) invoices are needed for larger or more complex transactions, such as those involving VAT or cross-border sales.

This two-tier system helps all businesses handle invoicing efficiently while meeting local and international regulations.

Simplified vs full invoices

The main difference between simple and business invoices is complexity and compliance.

Simple invoices are ideal for low-value domestic transactions. They’re often used by freelancers, sole traders, or small businesses. They include only essential information like the seller’s details, a brief description of the goods or services, the total amount, and payment terms.

Full invoices are more detailed and are required for larger transactions, international sales, or situations involving VAT compliance. In addition to the basics, they include VAT numbers, a detailed breakdown of tax amounts, and applicable rules (such as a reverse charge).

Each country in Europe sets its own threshold for when a simple invoice is sufficient. For example:

  • In Germany, the threshold is €250.

  • In France, it’s €150.

  • In Belgium, the nature of the payer (B2B or B2C) defines the threshold.

For simplicity and compliance, use invoicing software that automatically helps you follow each country’s specific rules. That way, you always include the correct information.

How to make invoices

Creating invoices doesn't have to be a complicated process, especially with the right tools. 

How to create a simplified invoice

If you’re invoicing for a small business or if you’re a freelancer, there’s a high chance you don’t need overly complicated invoices. 

A simplified invoice has necessary information that helps you focus on the essentials. This approach is perfect if you are handling smaller transactions or frequent, lower-cost invoices. 

How to create a full invoice

Larger businesses who have international customers and process higher amounts may need more detailed invoices that include additional information such as VAT and PO numbers, breakdown of additional services and products by category, and description of additional terms like early payment discounts or late fees.

Whether you are creating simple or more detailed invoices, using existing templates can optimise the invoice creation process. Here at Mollie, we offer an invoicing solution with easy-to-use templates that help you create clean, straightforward, professional-looking invoices – in seconds.

How to create an invoice for payment – a step-by-step guide

Creating a professional invoice doesn’t need to be complicated, but getting the details right is key to making sure you get paid on time (and keep your clients happy). 

Here’s a simple, effective guide to help you create an invoice that does just that:

  1. Start with business and client details: Begin by listing the names, addresses, and contact details for both parties. This ensures both you and your client have a clear, shared record.

  1. Add an invoice number and issue date: Assign a unique invoice number and add the issue date to help you track and manage your invoices.

  1. List items/services with prices: Clearly specify each product or service provided and its corresponding price. Do this as an itemised list to make it easy for clients to see what you’re charging them for.

  1. Add a total amount due, including taxes: Add up the itemised list, ensuring that taxes are included and the calculations are correct. Double-check totals to avoid any errors (even if software is doing this for you it’s worth a quick manual check)

  2. Set payment terms and methods: Clearly state when the payment is due. You can also add specific payment methods that clients can use (if needed).


How to make invoices that get you paid faster

Unfortunately there’s always going to be a customer that pays you later (or even more unfortunately seems to disappear completely). But, there are ways to ensure that most clients pay you properly and quickly. Here’s how: 

How to get invoices paid on time – 5 expert tips

  1. Send invoices immediately, track payments automatically: Don’t wait to invoice – send it as soon as you can. That sets the tone for timely payment and avoids unnecessary delays. And use invoicing tools to track payments and send automated reminders for due or overdue invoices.

  2. Automate your invoicing process: Let your tech handle the heavy lifting. Good invoicing software can generate invoices, send reminders, and even reconcile payments automatically. This reduces human error and frees up time to focus on growth, not admin.

  3. Offer smarter payment options: Give your customers flexibility by offering multiple online payment methods, such as credit cards, bank transfers, or digital wallets. You can also enable payment links directly in your invoices so clients can settle their bills with just a few clicks.

  4. Be crystal clear with payment terms: Set clear payment expectations upfront – specify the due date, accepted payment methods, and any penalties for late payment. The more transparent you are, the fewer problems you’ll face.

  5. Use dynamic terms: Offer payment terms tailored to your client’s payment habits, such as stricter terms for late payers and leniency for reliable customers. This can reduce delays and strengthen client relationships.

Simplify your invoicing with Mollie

At Mollie, we offer an invoicing solution that helps you create polished, standardised invoices with ready-to-use templates and automation features that save you time while doing it. 

Here’s what it offers: 

  • Make in minutes: Create, edit, and send fully branded invoices – in minutes.

  • Get paid faster: Add Payment Links or QR codes to your invoices to make paying a breeze for your clients.

  • Streamline workflows: Centralise all your customer data to save time, reduce errors, and improve what you do.

  • Control your cash flow: Set preferred payment terms or custom due dates to fit your needs – one-time billing, subscription plans, and more.

Ready to simplify your invoicing process? Explore Mollie Invoicing. 

Business invoicing FAQs

  • What’s the best format for a business invoice?

The best format is one that's clear, professional, and includes all necessary information. PDF is often preferred as it's universally readable and looks consistent across devices.

  • Do I need to include VAT on my invoices?

If your business is VAT registered, you must include VAT on your invoices. Always speak to a tax professional to ensure compliance with local regulations.

  • How often should I follow up on unpaid invoices?

Send a friendly reminder a day or two after the due date. If still unpaid, follow up weekly. Always maintain a professional tone, as the goal is to preserve the client relationship while securing payment.

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Table of contents

Why businesses need invoices

What goes in an invoice?

Types of invoices in Europe

Simplified vs full invoices

How to make invoices

How to make invoices that get you paid faster

Simplify your invoicing with Mollie

Business invoicing FAQs

Contact sales

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