# How to fill out an invoice that gets paid

> Every field a finance team looks for, the arithmetic that gets invoices rejected, and the payment terms that actually shorten the wait.

Canonical page: https://bettrpdf.com/forms/invoice  
This file: https://bettrpdf.com/forms/invoice.md  
Site index for agents: https://bettrpdf.com/llms.txt

Fill, sign and send it back: https://bettrpdf.com/fill?form=invoice

Updated 2026-10-19. Pages: 1. Who fills it: The seller. Keep for: 3 to 7 years. Numbering: Sequential, never reused.

## What a Invoice is

An invoice is a request for payment and a record of what was sold. Accounts payable teams reject invoices for missing information far more often than for disputed amounts, so the goal is a document that answers every question before it is asked: who, what, how much, by when, and how to pay.

## Every field

| Field | What goes in it |
| --- | --- |
| Header | The word Invoice, your business name, address, and tax or registration number if you have one. |
| Invoice number | Unique and sequential. Finance systems reject duplicates and auditors look for gaps. |
| Dates | Issue date and due date. Net 30 means 30 days from the issue date, not from when they open it. |
| Bill to | The customer's legal name, address and, if they gave you one, a purchase order number. No PO number is the top reason large companies hold an invoice. |
| Line items | Description, quantity, unit price and line total. One line per item or per task. |
| Subtotal, tax, total | Subtotal of lines, tax at the right rate on the taxable lines, and the total due. The arithmetic must check. |
| Payment terms | Due date, accepted methods, late fee if any, and early-payment discount if you offer one. |
| Remit to | Bank name, account and routing number, or a payment link. Include the currency. |
| Notes | Thank you, project reference, or anything the approver needs to match it to a contract. |

## Mistakes that get it sent back

- **Totals that do not add up.** A line edited by hand without recomputing the total is the single most common rejection. Recheck the subtotal, tax and total every time you change a line.
- **No PO number.** If the customer issued one, it goes near the top. Without it the invoice sits in a queue.
- **Reused invoice number.** A duplicate number is flagged as a duplicate invoice and rejected.
- **Terms that do not match the contract.** The contract says net 45, the invoice says net 30. The contract wins and the invoice looks careless.

## Terms

- On the invoice: Net 30, PO number, Remit to, Subtotal, Sales tax, VAT, Credit note
- Related documents: Receipt, Statement of account, Purchase order, Quote, Credit memo
- Who sends them: Freelancers, Contractors, Agencies, Landlords, Clinics

## FAQ

**Can I fill it on my phone?**

Yes. Open it in Fill & Sign and tap Fill step by step. Your progress saves as you go.

**Can I send it and get it signed as approved?**

Yes. Fill it, choose Request signatures, and the client signs on their phone. You get the signed copy with a certificate of completion.

**Should I send a PDF or a link?**

A PDF. It is what finance systems ingest, it cannot change after you send it, and it is the format auditors expect.

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