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Invoice template

An invoice is a request for payment that lists the goods or services provided, the amounts owed, and when and how to pay. Having the client sign it confirms they accept the charges.

Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Invoice Details

INVOICE Invoice Number: [INVOICE NUMBER] Invoice Date: [INVOICE DATE] Due Date: [DUE DATE] Purchase Order / Reference: [PO OR PROJECT REFERENCE]

2. From (Seller)

[YOUR BUSINESS NAME] [YOUR ADDRESS] [YOUR EMAIL] | [YOUR PHONE] Tax / VAT ID: [YOUR TAX ID, if applicable]

3. Bill To (Client)

[CLIENT NAME] [CLIENT COMPANY] [CLIENT ADDRESS] [CLIENT EMAIL] Client Tax / VAT ID: [CLIENT TAX ID, if applicable]

4. Line Items

Description | Quantity / Hours | Unit Price | Amount [ITEM OR SERVICE 1] | [QTY] | [UNIT PRICE] | [AMOUNT] [ITEM OR SERVICE 2] | [QTY] | [UNIT PRICE] | [AMOUNT] [ITEM OR SERVICE 3] | [QTY] | [UNIT PRICE] | [AMOUNT]

5. Totals

Subtotal: [SUBTOTAL] Discount: [DISCOUNT, if any] Tax ([TAX RATE]%): [TAX AMOUNT] Total Due: [TOTAL AMOUNT AND CURRENCY]

6. Payment Instructions

Please pay the Total Due by [DUE DATE] using [PAYMENT METHOD, e.g. bank transfer / card / payment link]. Payment details: [PAYMENT DETAILS]. Please include the invoice number as the payment reference.

7. Terms

Payment terms: [PAYMENT TERMS, e.g. Net 30]. Overdue amounts may incur a late fee of [LATE FEE OR INTEREST RATE], to the extent permitted by law. This invoice relates to the services or goods provided under [AGREEMENT NAME AND DATE, if any]. Questions about this invoice should be raised within [DISPUTE PERIOD] of the invoice date. This invoice is subject to the laws of [GOVERNING LAW JURISDICTION].

8. Client Acknowledgment and Signature

By signing below, the Client confirms receipt of the goods or services listed and agrees to pay the Total Due by the Due Date. The parties agree that this invoice may be acknowledged electronically, and that an electronic signature has the same effect as a handwritten one. CLIENT: [CLIENT NAME] Signature: ____________________ Name: [SIGNATORY NAME] Date: [DATE]

When to use this template

  • When billing a client for completed work, hours, or delivered goods
  • When you want written client acknowledgment of the amount owed
  • When billing a project milestone or a deposit
  • When you need a clear record for bookkeeping and tax purposes

How to fill it in and get it signed

  1. Give the invoice a unique number and set the invoice date and due date.
  2. Add your business details and the client's billing details, including tax IDs if needed.
  3. List each item or service with quantity, unit price, and amount, then calculate totals and tax.
  4. Add payment instructions, payment terms, and any late fee policy.
  5. Upload the invoice to eSignSimple and send it to your client to acknowledge and e-sign.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Frequently asked questions

Does an invoice need to be signed?

Usually not. But a signed acknowledgment is useful evidence that the client accepted the charges, which can help if a payment is later disputed.

What must an invoice include?

Typically: a unique invoice number, date, seller and buyer details, a description of goods or services, amounts, taxes, total due, and payment terms. Tax rules in some countries require extra details.

What does Net 30 mean?

Net 30 means the full amount is due within 30 days of the invoice date. Net 15 and Net 60 work the same way.