On this page
- Download and use our sample customer engagement letter
- Find out all the details to include in an invoice
- Get some tips for invoicing to receive payment fast
Registered for GST? Make sure your invoices state that it's a "Tax Invoice"' – and include the GST amount.
Setting up customer accounts for invoicing
Invoicing your customers promptly – and making payment easy – is a good way for your business to maintain cash flow.
Begin the invoicing process with the first customer transaction. As a starting point, check out our customer engagement letter template below – it provides everything you'll need to include in an invoice.
Get in contact with your customer to retrieve all the information you'll need to set up their account – including business and accounts department contact details.
What details should I include in the invoice?
Your invoice should include information the customer needs to know to pay you on time – and details for your own bookkeeping.
Business details to include
Make sure your invoices include your:
- business name and if relevant, your trading name
- postal address
- email address
- website address
- contact telephone and facsimile numbers
- Australian Business Number (ABN), or Australian Company Name (ACN).
Invoice date – this is especially important if your invoice has payment terms such as '30 days from invoice date'.
Invoice number – this is a useful reference for your bookkeeping records when talking to customers or following up on unpaid invoices.
- Here's a tip: add code to your invoices that identify the customer, date or job number.
Goods and Services Tax – the Australian Taxation Office (ATO) requires specific company and sales information to be included to issue a valid tax invoice.
Amount due and description of goods – list the products or services provided, and itemising the invoice can be useful when referring back to the invoice at a later date.
Payment details – to help customers pay you on time, include your:
- payment terms; either the date you and your customer agreed upon as payment due date, or the payment due date – for example, if the terms are 14 days from date of invoice and the invoice is sent on 1 May, then include the payment due date as 15 May
- payment options; standard options are direct deposit, credit card, EFTPOS, cash
- direct banking details; BSB number, bank account number, bank account name and the name and branch of the bank and reference to be included in the transaction to identify their payment.
Customers details to include
When invoicing a customer, it's considered standard practice to include:
- your customer's contact details – including mailing and/or email address and phone number
- the name of the person who placed the order
- the name of the person responsible for paying the invoice – addressing the invoice to the right person may help getting paid on time
- the purchase order (PO) number, or contract agreement dates – a PO number is a handy reference when talking with your customer about the order
Using accounting software package invoices
If you're using an accounting software package – such as MYOB or QuickBooks – invoices will be generated using the information you've provided in your account set up.
Most accounting software packages allow you to tailor the invoices to your needs.
Good accounting and invoicing processes for fast payment
To have invoices paid on time your business should:
- invoice in a timely manner – for recurring services, invoice on the same date each month or at regular intervals so customers anticipate the payment – for goods and services invoice when the order is completed
- stay in contact with customers – call after goods have been received to confirm the arrival and that there were no issues – this step can also help resolve any disputes early
- include your payment options and details on all invoices
- make sure customers are aware of the terms of trade and the business policies if payments are overdue.
Use our financial policy and procedure manual template below as a starting point for handling customer accounts, payment terms and debt collection.