The Complete Invoice Checklist: What Every Invoice Needs
Missing key details on your invoice can delay payments or cost you money. Here's a complete checklist of everything your invoice should include, with examples for freelancers in Ghana and Africa.
I'll be honest: the first invoice I ever sent was embarrassing. It was a Google Doc with "INVOICE" typed in bold at the top, a vague description that said "website work," and my bank details at the bottom. No invoice number. No due date. No itemised breakdown. Just vibes and a prayer.
The client took 6 weeks to pay. And when they did, they deducted withholding tax that I hadn't accounted for. I ended up receiving GH₵ 925 instead of the GH₵ 1,000 I expected.
That experience taught me the hard way: what you put on your invoice directly affects when (and how much) you get paid. Leave out the wrong detail and you're giving clients a reason to delay, dispute, or underpay.
Here's everything your invoice needs, broken down into a checklist you can use before every send.
1. Your Business Information
This tells the client exactly who they're paying and makes you look like a proper business, not someone winging it.
Include:
- Your business name (or your full name if you're solo)
- Business address
- Phone number
- Email address
- Logo if you have one
Example:
Kwame Mensah Design Studio
123 Oxford Street, Osu, Accra
+233 24 123 4567
[email protected]
Even if it's just you and a laptop in your bedroom, presenting yourself professionally on paper changes how clients treat you.
2. Client Details
Who's paying? Get this right.
Include:
- Client's full name or company name
- Their business address
- Contact person (if it's a company)
Example:
BILL TO:
Tech Innovations Ghana Ltd.
45 Independence Avenue, Accra
Attn: Ama Osei, Finance Manager
This isn't just good manners. If there's ever a payment dispute or tax audit, you'll need documentation showing exactly who you worked with.
3. Invoice Number
Every invoice needs a unique number. Full stop.
Use a simple system like:
- INV-001, INV-002, INV-003
- Or include the year: INV-2025-001
This keeps you organised and makes you look far more professional than the freelancer who sends "Invoice.pdf" to every client with no way to tell them apart.
4. Invoice Date and Due Date
Invoice Date: The day you're sending it.
Due Date: When you expect to get paid.
Common payment terms:
- Due upon receipt (immediate payment)
- Net 7 (within 7 days)
- Net 14, Net 30 (14 or 30 days)
Example:
Invoice Date: January 15, 2025
Due Date: January 29, 2025 (Net 14)
If you don't set a due date, clients will take their sweet time. And "their time" usually means 60+ days.
5. Detailed Line Items
This is the most important part of your invoice. Break down exactly what you did and what each piece costs.
Each line item should include:
- Description of the service or product
- Quantity
- Rate (hourly or per item)
- Total for that line
Example:
Description Qty Rate Total
Website Design (Homepage) 1 GHS 3,000 GHS 3,000
Brand Identity Package 1 GHS 2,500 GHS 2,500
Revision Rounds (2 rounds) 2 GHS 400 GHS 800
Never write "Design work: GHS 6,300" and leave it at that. Your client (and their finance team) needs to see where every cedi went. Vague descriptions are the number one reason invoices get questioned or payment gets delayed.
6. Subtotal, Tax, and Withholding Tax
This is where a lot of freelancers in Ghana and Nigeria get caught out.
Subtotal: The total before any taxes.
Tax (if applicable): VAT, sales tax, or other taxes you need to charge.
Withholding Tax: This is the one that trips people up. In countries like Ghana and Nigeria, businesses are legally required to withhold a percentage of your payment (usually 5 to 10%) and remit it to the tax authority on your behalf.
If you don't account for withholding tax on your invoice, the client deducts it from your total and you end up getting paid less than you planned for.
Example (Ghana):
Subtotal: GHS 6,300
Withholding Tax (5%): GHS 315
TOTAL DUE: GHS 6,615
When the client pays, they deduct the GHS 315 and send it to GRA. But because you built it into your invoice total, you still receive your full GHS 6,300.
Forget to add it? You only get GHS 5,985. That's GHS 315 you'll never see.
Pro tip: Beeterty automatically calculates withholding tax based on your location, so you never have to do this maths manually.
7. Total Amount Due
Make this impossible to miss. Bold it. Make it the biggest number on the page.
Example:
TOTAL AMOUNT DUE: GHS 6,615
Use your local currency (GHS, NGN, KES) or USD if that's what was agreed. Zero ambiguity.
8. Payment Methods and Bank Details
Tell the client exactly how to send you money.
Include:
- Accepted payment methods (bank transfer, mobile money, PayPal)
- Full bank account details or mobile money number
- Any specific instructions
Example:
PAYMENT DETAILS:
Bank: GCB Bank
Account Name: Kwame Mensah Design Studio
Account Number: 1234567890
Branch: Osu
Mobile Money (MTN): 024 123 4567
You'd be surprised how many clients delay payment simply because they're not sure how to pay you. Remove that obstacle.
9. Payment Terms and Late Fees
Optional but smart. Adding late payment terms gives you leverage if someone drags their feet.
Example:
Payment Terms:
- Full payment due within 14 days of invoice date
- Late payments subject to 5% late fee after 30 days
You don't have to enforce it aggressively. But having it on the invoice sets the tone and gives you something to point to.
10. A Thank You Note
End on a human note. It costs you nothing and leaves a good impression.
You can also use this space to:
- Mention when they can expect the next deliverable
- Drop a note about referrals
- Share your contact details for questions
Example:
Thank you for working with us! Looking forward to our next project together.
Questions about this invoice? Reach out anytime at [email protected]
Quick Reference Checklist
Run through this before sending any invoice:
- Your business name and contact details
- Client's name and address
- Unique invoice number
- Invoice date and due date
- Detailed line items with descriptions
- Subtotal, tax, and withholding tax (if applicable)
- Total amount due
- Payment methods and bank details
- Payment terms
- Professional sign off
Stop Overthinking Your Invoices
If formatting invoices and calculating taxes manually is eating into your actual work time, Beeterty handles all of it for you. Add your services, pick your client, and send. Withholding tax, totals, and professional formatting are all sorted.
No credit card needed. Your first invoice takes about 94 seconds.
Ready to send your first professional invoice? Get started with Beeterty here.
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