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Free template · Updated

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.

An invoice is a document that requests payment for goods or services, listing what was delivered, the amounts, tax, the total due and how to pay. You need one every time you bill a client, and a signed acknowledgment is useful when a client tends to dispute charges or pay late.

Use this template — sign onlineOpens as a ready-to-send document with signature fields placed.
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]

Our take: Our take: most invoices don't need a signature, and asking for one on every routine bill will annoy good clients. Save client sign-off for milestone invoices, change-heavy projects or clients who have disputed before. The mistakes we see most are reused invoice numbers and missing due dates; "payable on receipt" is vague, a date is not. The line people forget is the reference to the underlying agreement, such as your service agreement, which ties the charge to agreed terms. If you bill against a client's order, reference their purchase order number too.

When should you use a invoice?

  • 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 do you fill in this template?

  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. The audit trail records when they viewed and signed it.

How do you get it signed online?

  1. Save it as Word or PDF. Paste the filled-in text into Word or Google Docs and keep it as a .docx file, or export it as a PDF. eSignSimple accepts both, plus DOC, ODT and RTF, up to 25 MB; Word files are converted to PDF on upload.
  2. Upload and place the fields. Sign up with Google, upload the file and drag signature, initials, date and text fields onto the page for each signer. Set a signing order if one party must sign first.
  3. Send it for signature. Each signer gets a private link and signs in the browser without creating an account. Automatic email reminders go out every three days (up to three) until everyone has signed.
  4. Keep the signed copy. When the last person signs, everyone can download the final PDF with a certificate of completion, an audit trail and a SHA-256 fingerprint you can verify later.

Signing on your own device only? The guide to signing a PDF covers the free built-in options, and the security page explains how signed files are stored and verified.

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

Written by Buğra Sözeri, founder and editor, eSignSimple · Last reviewed

Buğra builds eSignSimple and writes and maintains its guides. He researches each legal page against the official texts linked on it and updates pages when the law or the product changes. He is not a lawyer, and nothing here is legal advice. About eSignSimple

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.

Can a client sign an invoice electronically?

Yes. Upload the invoice as a PDF or Word file, add a signature and date field, and send the link. The client signs on any device without an account, and the signed PDF comes with an audit trail showing when it was viewed and signed.

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