When you work for yourself, you need to give invoices. Not just because the client asks for them — but because you need to keep track of everything for taxes.
Here I explain what an invoice should have, how to make them easily, and how to organize yourself.
What an invoice should include
A basic invoice needs:
Your business information:
- Your LLC name or business name
- Your address
- Phone and email
Client information:
- Client or company name
- Address (optional but recommended)
Job details:
- Invoice date
- Invoice number (001, 002, 003...)
- Description of the service
- Quantity and price
- Total due
Payment terms:
- When it's due (example: "Due upon receipt" or "Due in 15 days")
- Payment methods you accept
Example of a simple invoice
| Invoice #001 | |
|---|---|
| **From:** GBG Cleaning LLC | **To:** Maria Garcia |
| 123 Main St, Roswell GA | 456 Oak Ave, Alpharetta GA |
| (555) 123-4567 |
| Date: July 15, 2026 | Due: Upon receipt |
|---|
| Description | Quantity | Price |
|---|---|---|
| Deep cleaning - 3 bedroom house | 1 | $280.00 |
| Refrigerator cleaning (extra) | 1 | $40.00 |
| **Total** | **$320.00** |
Payment methods: Zelle, Venmo, cash, check
Free tools to make invoices
You don't need expensive software. These options work well:
Wave (free):
- Completely free
- Unlimited invoices
- Looks professional
- Also works for basic bookkeeping
- wave.com
Invoice Ninja (free):
- Free plan available
- Invoices in Spanish available
- Can add your logo
- invoiceninja.com
Canva (free):
- Invoice templates
- Easy to use
- Can customize with your colors
- canva.com
Excel or Google Sheets:
- If you prefer something simple
- Create your template once and copy it each time
How to number your invoices
Use a simple and consistent system:
- By number: 001, 002, 003...
- By year and number: 2026-001, 2026-002...
- By client: GBG-001, GBG-002...
What's important is that each invoice has a unique number. This helps you find it later and keep records.
When to give an invoice
Every time you receive a payment — even if it's cash.
For small jobs, you can give the invoice and collect payment when you finish. For large jobs, you can ask for a deposit before and the rest when you finish.
Example for a large job:
- Invoice 1: 50% deposit before starting
- Invoice 2: Remaining 50% when finished
Why it matters for taxes
Everything you earn must be declared. Invoices are your record of income.
What you should keep:
- Copy of each invoice
- Record of when they paid you
- Payment method
How long to keep them: Minimum 3 years. The IRS can audit up to 3 years back (6 years if there are large errors).
What to do if the client doesn't pay
It happens. Here's what to do:
- Friendly reminder: "Hi, I'm resending invoice #003 in case you didn't receive it. The total is $200."
- Second reminder (1 week later): "Invoice #003 was due a week ago. Is there any issue with the payment?"
- Final notice: "If I don't receive payment in the next 7 days, I won't be able to schedule more services."
If they still don't pay after that, you have to decide if it's worth pursuing or letting it go. For small amounts, sometimes it's better to lose it and not work with that client anymore.
Summary
- Use a simple tool — Wave, Invoice Ninja, or even Excel
- Include all the information — Your business, the client, the service, the total
- Number each invoice — To find them later
- Keep copies of everything — You'll need them for taxes
- Always give an invoice — Even if they pay cash
With a simple system from the start, taxes at the end of the year are much easier.