Example
Invoice example: what a correct invoice looks like
An invoice has to carry particular details before it is a valid invoice at all — a unique number, both parties, the VAT breakdown and a payment term. Here is a filled-in example, what every block on it is for, and how to produce the same thing in Invoice Office without laying it out by hand.
Your company
Stationsplein 4
6512 AB Nijmegen
Netherlands
VAT NL 8123.45.678.B01
Chamber of Commerce 12345678
Invoice
2026-0043
Bill to
Fabrikam Interiors
Jan Jansen
Rotterdamseweg 112
2628 AL Delft
Netherlands
VAT NL 8012.34.567.B01
- Invoice date
- 17 August 2026
- Payment date
- 16 September 2026
- Customer number
- 10428
- Reference
- Reception refurbishment
| Description | Qty | Price | VAT | Amount |
|---|---|---|---|---|
| Website design | 1 | €450.00 | 21% | €450.00 |
| Copywriting — 6 pages | 6 | €85.00 | 21% | €510.00 |
- Subtotal excluding VAT
- €960.00
- VAT 21%
- €201.60
- Total including VAT
- €1,161.60
Payable within 30 days, quoting invoice number 2026-0043. Bank NL00 BANK 0123 4567 89.
What goes on a invoice, and why
- A unique, sequential invoice number
- Numbers have to run without gaps so an audit can follow them. Invoice Office assigns the next one automatically, and you can change the format per document type.
- Invoice date and payment date
- The invoice date is what the VAT return uses. The payment date sets when you expect the money, and it is what makes the invoice show as overdue once it passes.
- Both parties in full
- Your name, address, VAT number and Chamber of Commerce number, and the customer’s name, address and VAT number. Picking the customer fills their side in from their record.
- A line per thing sold
- Description, quantity, unit price and VAT rate, so the customer can check the arithmetic. Lines come from your product catalog or are typed in.
- Totals split by VAT rate
- Subtotal excluding VAT, the VAT itself, and the total including VAT. Mixed rates on one invoice each get their own line.
- Payment terms and bank details
- How long the customer has and where to send the money. Without them, a late payment is harder to chase.
Making one in Invoice Office
Laying a invoice out by hand is the slow way to get it wrong. In Invoice Office the numbering, the VAT and the customer's details come from the record you already hold.
- 1
Open Sales → Invoices and start a new invoice.
- 2
Pick the customer — contact person, billing and delivery address and any price list are filled in from their record.
- 3
Add the lines with Add line, or Choose products to take them from your catalog.
- 4
Preview it, then finalize and send. A finalized invoice is locked and gets its number.
Questions
What has to be on an invoice?
A unique invoice number, the invoice date, your details and the customer’s (including both VAT numbers where they apply), a description of what was sold, the amount excluding VAT, the VAT rate and amount, and the total including VAT. A payment term and your bank details are what get it paid on time.
Can I change the layout of my invoice?
Yes. The document design controls the logo, colours, fonts, columns, labels and footer, and you can hold a different design per document type, per language and per customer.
What happens when an invoice is not paid?
Once an unpaid invoice passes its payment date it shows as overdue, and you can send a payment reminder from the invoice itself — with a reminder fee and interest if your terms allow it.