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PRE-SEND INVOICE CHECKLIST — 15 ITEMS
SoloStack | solostack.madethis.app
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Before you hit send, run through every item on this list.
A complete, professional invoice gets paid faster and
avoids back-and-forth that delays your money.

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CHECKLIST
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[ ] 1. CLIENT NAME & BILLING ADDRESS
    Full legal name (or company name) and billing address.
    Match exactly what's on any contracts or purchase orders.

[ ] 2. YOUR BUSINESS NAME & CONTACT INFO
    Your name (or LLC/business name), email address,
    and phone number. Clients should never have to search
    for how to reach you.

[ ] 3. INVOICE NUMBER
    A unique sequential invoice number (e.g., INV-0042).
    Required for your records and theirs. Never reuse numbers.

[ ] 4. INVOICE DATE
    The date the invoice is issued — not the date work was done.
    This is the starting point for your payment due date.

[ ] 5. PAYMENT DUE DATE
    Explicit calendar date (e.g., "Due: July 15, 2025").
    Do not write "Net-30" without also including the actual date.

[ ] 6. PROJECT / SERVICE DESCRIPTION
    Clear description of what was delivered. Be specific:
    "Logo design — primary logo + 3 alternate color variants"
    is better than "design work."

[ ] 7. LINE ITEMS WITH QUANTITIES & RATES
    List each deliverable, the quantity/hours, the rate,
    and the line total. Even flat-fee projects benefit from
    line-item breakdowns — it reduces disputes.

[ ] 8. SUBTOTAL
    Sum of all line items before taxes or discounts.

[ ] 9. TAXES (IF APPLICABLE)
    If you're required to collect sales tax or VAT,
    show the tax rate and amount as a separate line.
    Check your local rules — most US freelancers don't
    collect sales tax, but some do.

[ ] 10. TOTAL AMOUNT DUE
    The final number, clearly labeled. Bold it.
    Clients should never have to calculate what they owe.

[ ] 11. PAYMENT METHODS ACCEPTED
    List every option: bank transfer (include routing + account
    number or ACH details), PayPal, Venmo, Stripe link,
    credit card, check payable to [your name], etc.
    The easier you make it to pay, the faster you get paid.

[ ] 12. PAYMENT TERMS & LATE FEE CLAUSE
    State your terms explicitly:
    "Payment due within 15 days of invoice date.
    A late fee of 1.5% per month will apply to balances
    unpaid after the due date."

[ ] 13. PROJECT/PO REFERENCE (IF APPLICABLE)
    If the client gave you a purchase order number or
    project code, include it. Some companies can't pay
    without it — ask upfront.

[ ] 14. DEPOSIT APPLIED (IF APPLICABLE)
    If you collected a deposit, show it as a credit line item:
    "Deposit paid 06/01/2025 — ($500.00)"
    Then show the remaining balance due.

[ ] 15. NOTES OR SPECIAL TERMS
    Any project-specific terms: revision limits used,
    licensing scope, kill fee provisions, or a simple
    "Thank you for your business!" — a personal touch
    doesn't hurt.

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QUICK TIPS
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- Send invoices the day work is delivered, not a week later.
  Delayed invoices signal that you're not in a hurry to get paid.

- PDF your invoice before sending. Never send an editable file.

- CC yourself on the invoice email so you have a sent copy
  with a timestamp.

- Follow up proactively — send a reminder 3 days before the
  due date, not 3 days after. Most late payments are
  forgetfulness, not refusal.

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