What to include on an invoice: a completed example, field by field
Check invoice details against a complete service example, reconcile the total and deposit, and see which Docuivo fields need extra care.
A usable invoice connects a specific seller, customer, supply and payment request. The worked example below is a document-preparation exercise, not a universal tax-invoice specification. Check the invoicing rules that apply to your business before issuing it.
Start with an identifiable transaction
In this fictional service example, North Studio updates a customer website. The work consists of three hours of layout changes at USD 80 per hour and a fixed USD 60 form setup. The parties agree a 10% discount and a USD 100 deposit. Tax and shipping are excluded from this exercise.
| Docuivo field | Example entry | Check before issuing |
|---|---|---|
| Business name / address | North Studio / your real business address | Replace sample details with the correct seller |
| Customer name / address | Alex Sample / customer billing address | Use the entity paying the invoice |
| Number | INV-2026-021 | Reserve an unused number in your register |
| Issue date | 2026-09-21 | Use the actual issue date |
| Due / valid date | 2026-10-05 | Match the agreed payment deadline |
| Reference | Project W-026 / accepted quote Q-026 | Connect the invoice with approved work |
Show the arithmetic instead of hiding it in one charge
Keep hourly work and fixed-fee work on separate lines. Enter quantity 3 and price 80 for the layout changes, then quantity 1 and price 60 for the form setup. Enter Discount 10 and, only after confirming receipt, Payment already received 100.
| Calculation | USD |
|---|---|
| 3 hours × 80.00 | 240.00 |
| 1 form setup × 60.00 | 60.00 |
| Item subtotal | 300.00 |
| 10% discount | −30.00 |
| Invoice total | 270.00 |
| Confirmed deposit | 100.00 |
| Balance due | 170.00 |
Use notes and terms for details that are not dedicated fields
The current editor has one issue date and one due/valid date. Put a separate service period, payment method or approved scope note in Notes or Terms when appropriate. It has a single tax percentage for the document, not separate tax categories for each line. Do not force a mixed-tax transaction into that model.
Use a specific description such as “Homepage layout changes, September 14–18” rather than “services.” Copy only the payment instructions relevant to this customer. The application does not verify bank details, reserve invoice numbers or check local tax requirements.
Separate general preparation from country-specific requirements
For a UK business, GOV.UK provides an invoice checklist and additional instructions for sole traders, limited companies and VAT invoices. Those are UK-specific rules; they are not proof that the same format satisfies another jurisdiction.
Inspect the exported document
Download and open the PDF, then compare the number, customer and USD 170 balance with the editor. With long descriptions, inspect every page. Docuivo’s downloadable text PDF does not include the logo or signature image; use Print for the styled browser layout.
The text PDF transliterates accented Latin characters and cannot faithfully reproduce all writing systems. Use the browser print preview for names or text that the text export cannot represent, and check the result before sharing.
This guide provides general educational information and is not legal, accounting, tax or financial advice. Requirements vary by country, industry and transaction. See how Docuivo tests its tools and calculations.