Invoice format: Free templates, tips and easy steps

Published Tuesday 6 January 2026

Table of contents

• Basic invoice format
• Types of invoice formats
• File formats for invoices
• Use a free invoice template
• Keep your invoices simple (and short)
• Bonus tips to avoid payment delays
• Get started with professional invoicing
• FAQs on invoice formatting

Key takeaways

• Include seven essential elements in your invoice format: your business details (including ABN), customer details, invoice number and date, itemised description of goods or services, total amount owed, customer reference numbers, and clear payment instructions.
• Use PDF format or online invoicing software instead of editable Word or Excel files to maintain professional appearance, prevent tampering, and reduce processing costs from $27-30 per invoice to less than $10.
• Keep invoices to one page whenever possible and make the total amount prominent and bold, as customers look for this information first and single-page invoices process faster through accounting systems.
• Provide tax invoices (clearly labelled) within 28 days for any GST-registered business sale over $82.50, including your ABN and GST amounts, while basic invoices suffice for non-GST registered businesses.

Basic invoice format

A properly formatted invoice contains seven essential elements arranged in a logical order. Your customer should see these components from top to bottom:

1. Your details

Your business details must include:

• Business name: Your registered trading name
• Contact information: Phone, email, and physical address
• Australian Business Number (ABN): Required for all businesses, an ABN is a unique 11-digit identifier that helps businesses and government interact.
• GST registration number: Include if GST registered

2. Their details

Identify the person or organisation that you’re billing, and include their physical or email address. According to the Australian Taxation Office (ATO), tax invoices for sales of $1,000 or more must also show the buyer's identity or ABN.

3. Invoice number and date

Make your invoice number prominent and bold. This helps customers quickly locate your invoice when discussing payments and ensures faster processing in their accounting systems.

4. Description of goods or services

Itemise each product or service clearly:

• Description: Specific details of goods or services provided
• Quantity: Number of units or hours
• Unit price: Cost per item or hourly rate
• Line total: Quantity multiplied by unit price

5. What the customer owes

Display the total amount prominently as customers look for this first. Calculate your total by:

• Subtotal: Sum of all line items
• Discounts: Any reductions applied
• GST: Add 10% if you’re GST registered. The ATO states the GST amount can be shown separately, or if it is exactly 1/11 of the total, you can include a statement that the ‘Total price includes GST’.
• Final total: Bold this amount

6. Customer reference

If your customer has given you a reference or purchase order number, include it. This will increase your chance of being paid promptly.

7. How to pay

Tell your customer when the money is due and how they can pay you. Include links for credit card payment, for example, or account details for bank transfers.

Types of invoice formats

Not all invoices are the same. The format you use can depend on whether you are registered for goods and services tax (GST). Knowing the difference helps you stay compliant with Australian Taxation Office (ATO) requirements.

Basic invoice

If you’re not registered for GST, you can issue a basic invoice. This includes all the essential details like your business name, the customer’s name, a description of goods or services, and the total amount due.

Tax invoice

If you are registered for GST, you must provide a tax invoice. When a customer requests one, you must provide a tax invoice within 28 days for any sale over $82.50 (including GST). This format includes everything on a basic invoice, plus your Australian Business Number (ABN) and the GST amount for each item. Clearly label the document ‘Tax invoice’.

File formats for invoices

Choosing the right file format helps your customer and protects your business. While editable formats are easy to create, they can be changed by others. A non-editable format looks more professional and is more secure.

• Word and Excel: These are easy to create and edit, but they can look less professional and are not secure.
• PDF: A PDF is the preferred choice for many businesses. It maintains its formatting across different devices and is difficult to alter, making it a more secure option.
• Online invoicing software: The most secure and efficient method is to send invoices directly from accounting software; this creates a professional, uneditable invoice and allows you to track when it has been opened; the Australian Taxation Office (ATO) notes that while paper and PDF invoices cost $27–$30 to process, e-invoicing can reduce this to less than $10 per invoice

Use a free invoice template

Invoice templates provide pre-formatted layouts with all required fields included. You can download free, customisable templates to suit your business needs. This eliminates guesswork and ensures professional formatting every time you invoice customers.

Download a free invoice template.

You can give yourself a head start by setting up templates for specific types of jobs or for certain customers, with many of the details already filled out.

Keep your invoices simple (and short)

Keep invoices to one page whenever possible. Single-page invoices process faster through customer accounting systems and reduce the chance of missing information or delayed payments.

For large invoices that exceed one page:

• Page 1: Include summary totals and essential payment information
• Additional pages: Provide detailed line items and supporting documentation
• Page numbering: Use “Page 1 of 3” format for clarity

Bonus tips to avoid payment delays

• Payment instructions: Give clear steps for bank transfer, credit card or online payment options
• File naming: Use invoice number in filename and email subject for easy tracking
• PDF format: Convert to PDF or use online invoicing to prevent tampering and ensure consistent formatting

Get started with professional invoicing

Getting your invoice format right is a great first step to getting paid. When you’re ready to save time and streamline your work, invoicing software can automate the process for you. Create and send professional invoices, track payments, and send automatic reminders with Xero. Try Xero for free.

FAQs on invoice formatting

Here are some common questions about formatting your invoices.

How do I create my own invoice?

To create your own invoice, include your business name and contact details, your client’s details, an invoice number, issue date, and payment due date. List each product or service with its quantity, rate, and subtotal. Finally, add the total amount due and your payment terms.

What is the standard invoice format?

A standard invoice format is a layout that includes all the essential information for billing. This typically includes your business details, the customer’s details, a unique invoice number, a list of services or products, the total cost, and payment instructions.

How do I write a simple invoice?

For a simple invoice, start with your business information and the client’s information. Add an invoice number and date. Clearly list what you’re charging for and the total amount. Don’t forget to include how and when you’d like to be paid.