Creating an invoice for accounting services might sound like a basic task. But for a startup, this is a small detail that can make a big difference in cash flow and client trust. A well-thought-out invoice tells your clients what they owe you while communicating your professionalism, preventing potential misunderstandings about the work you’ve done, and helping avoid payment delays. With nearly 9 in 10 businesses reporting that their invoices are usually paid after the due date, it’s important to do everything possible to facilitate quick payments.

Below, we’ll explain how to create a detailed, organized, and clear accounting invoice, including how to format and itemize your services, include tax details, and set payment terms. We’ll also share tips on handling unpaid invoices in a respectful way that keeps the door open for future work.

What’s in this article?

• How to format an invoice for accounting services
  
• How to add relevant tax details to an invoice
  
• How to follow up on unpaid invoices without damaging client relationships
  

How to format an invoice for accounting services

Creating an organized, professional invoice is important for timely payment. A clear, well-formatted invoice makes it easier for clients to see what goods or services you’re billing them for. Here’s how to structure your invoice.

Start with a header

Include “Invoice” at the top of the document. Follow that with your business name, logo, and contact information, including your phone number, email, and physical address. This section serves as the invoice’s letterhead and clarifies who’s sending the bill.

Add invoice-specific details

Next, add the details that make each invoice unique. Include an invoice number that you or your client can reference if needed, along with the invoice date and a payment due date. These details are important for recordkeeping and payment tracking.

List the client’s information

Directly below your own information, add the client’s contact details. These should include their business name, address, and preferred contact method.

Outline the services provided

In the main body of the invoice, break down the services you’ve provided. Using a table here can help keep information organized. This section should include the following:

• Service description: Keep this description concise, with enough information to explain each service without excessive detail.

• Quantity or hours: Note the time or units billed for each service.

• Rate: Specify the rate per hour or unit.

• Amount: Show the total cost for each line item.

Summarize the totals

Under the list of services, provide a brief summary of the costs. This generally includes the following:

• Subtotal: The total cost before taxes or discounts

• Taxes: Any applicable tax details, such as value-added tax (VAT) and sales tax

• Discounts: Any discounts you’ve applied

• Total amount due: The final amount that needs to be paid

Add payment terms and instructions

Explain how and when you expect to be paid. Specify payment details here, along with any late fee policies.

Include a note or disclaimer, if needed

If you need to communicate any additional information (such as a thank-you note or any legal terms that apply to the invoice), do so here. A brief, relevant message helps set expectations.

How to add relevant tax details to an invoice

Certain invoices will include taxes as a portion of the amount that you’re owed. Here’s how to apply and communicate the correct tax rate to your client.

Know your tax rate

Start by confirming which tax rate applies to your services. This can vary by region, and some accounting services might be tax-exempt. Double-check if you’re working with a client who qualifies for a tax exemption, and if so, make a note of it on the invoice to avoid any confusion.

Show tax as a separate line item

List the tax as its own line below the services, and label it (e.g., “Sales Tax,” “VAT”) so clients can quickly see the subtotal, the tax amount, and the total.

Include the tax rate and how it’s calculated

Next to the tax line, add the rate (e.g., “10% Sales Tax”) and calculate the exact amount based on the subtotal. This gives clients a clear look at how the tax was determined and makes the invoice more transparent.

Here’s an example:

• Subtotal: $1,000.00

• Sales tax (10%): $100.00

• Total: $1,100.00

Add your tax registration number, if needed

If your region requires a tax ID or VAT number on invoices, add it in a place that’s easy to find—either near your business details at the top or alongside the tax line. This helps clients who need it for their records and shows you’re complying with local tax regulations.

Note any exemptions or special tax conditions

If any services are exempt from tax or if there’s a specific reason the tax is different, include a short note. For example, if you’re invoicing a tax-exempt nonprofit or handling services that aren’t taxable in your area, add a line like, “Tax-exempt services per [specific regulation or code].”

Show the total

After calculating and listing the tax, add the final total right below. Put the total in a visible spot to make it obvious how much is due.

Offer additional documentation, if needed

In some cases, clients (especially international ones) might need extra documentation for tax reporting. If they do, mention that they’re welcome to request any additional receipts or forms.

How to follow up on unpaid invoices without damaging client relationships

Following up on unpaid invoices can feel uncomfortable, especially when you want to maintain a positive relationship with clients. But it is possible to remind clients about overdue payments while keeping things friendly. Here’s a step-by-step guide to handling unpaid invoices gracefully.

Start with a friendly reminder

If the due date has just passed, begin with a simple, polite reminder. Sometimes, invoices slip through the cracks and a gentle nudge is sufficient. Send a short email or message, such as the following:

“Hi [Client’s Name], I hope you’re well! I wanted to follow up on invoice #1234, which was due on [due date]. If you’ve already sent payment, please disregard this note. Otherwise, feel free to contact me with any questions. Thank you!”

This friendly tone helps remind clients without making them feel pressured.

Offer to resend the invoice

If you don’t hear back after your first reminder, let them know you can resend the invoice if they need it. It’s possible that they missed the email or the invoice got lost in a busy inbox. You can phrase it like this:

“Hi [Client’s Name], just following up to see if there’s anything I can do to assist with invoice #1234. Let me know if you’d like me to resend the invoice or if there’s any other information you need.”

This keeps the tone positive and shows you’re willing to help rather than just pushing for payment.

Be understanding, but set boundaries

If the invoice remains unpaid after a couple of reminders, approach the situation with empathy but added firmness. It’s OK to let clients know that timely payment is important to you. Here’s an example:

“Hi [Client’s Name], I wanted to contact you again about invoice #1234. I understand that delays happen, and I’m happy to work with you if there’s an issue on your end. Please let me know if we can arrange a new payment date or if there’s anything I can do to help.”

This message strikes a balance by being empathetic yet clear that you still expect payment.

Remind them of any late fees or terms

If your invoices include late fees or other payment terms, now is a good time to remind clients of those conditions. Keep it polite and let them know you’re there to discuss any issues they might be facing. Send a message like this:

“Hi [Client’s Name], I wanted to follow up one more time on invoice #1234. As a reminder, our agreement includes a late fee after [specific period] past the due date. If there’s anything I can do to help with processing or if there’s a preferred date for payment, please let me know.”

This reinforces your policy without sounding confrontational.

Offer a payment plan, if needed

In some cases, clients might be struggling with cash flow. If the invoice still needs to be paid and they seem unresponsive, consider offering a payment plan. This can demonstrate goodwill and prevent long-term issues. Here’s an example of how to phrase this:

“Hi [Client’s Name], I understand things can get busy and budgets are tight. If it would help, I’m open to setting up a payment plan for this invoice. Let me know if that’s something you’d like to discuss.”

This shows you’re willing to work with them while still ensuring you’ll receive payment.

Know when to escalate

If you’ve sent multiple reminders and haven’t received any response, it might be time to escalate, whether by calling the client or, in rare cases, involving a collection agency. Approach this carefully to avoid damaging the relationship. A direct call is often more effective than an email at this stage and allows you to express any concerns calmly and professionally.