Invoice Checklist: Review the PDF Before You Send It
A mathematically correct invoice can still be hard to pay. Review what the client will receive: the exported document, its references and the instructions that turn a bill into a clear next step.
1. Check the person who must process the invoice
Confirm the client's billing name, address and accounts-payable contact. The person who approved the work may not be the person who pays. Ask whether the client requires a purchase-order reference, vendor number or submission portal; a missing buyer reference can hold up an otherwise accurate bill.
Match the business identity on the document to the agreement. Check your contact details and payment instructions using a trusted record. An old bank account copied from a previous invoice can be more damaging than a typo in the description.
2. Make every line explain the work
“Services — 1,200” gives the reviewer little to match against the agreement. A better line identifies the deliverable or service period and the basis of the charge. This fictional example shows two different billing methods on one document:
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Website accessibility review, agreed October scope | 12.5 hours | USD 80 | USD 1,000 |
| Written findings report, fixed deliverable | 1 | USD 200 | USD 200 |
| Subtotal | USD 1,200 | ||
| Illustrative tax at 10% of the subtotal | USD 120 | ||
| Total | USD 1,320 | ||
The 10% rate is arithmetic only, not a suggested tax rate. Actual tax treatment can depend on location, registration, customer status and the supply. Do not copy it into a real invoice without checking. The same caution applies to assuming that tax is zero.
Check decimal hours: 12 hours 30 minutes is 12.5 hours, not 12.30. In the example, entering 12.30 would bill USD 984 for the review, USD 16 less than intended. If using the time tracker, compare the chosen entries and rounding convention with the client's contract.
3. Make the amount and deadline unambiguous
Show the currency explicitly; a dollar sign alone can be ambiguous across borders. Review discounts, tax, shipping and any other adjustments in the preview. Confirm whether the quoted price included tax before choosing how to present it.
Check the invoice number against your register, then compare the issue date and due date with the agreed payment terms. Use the due-date calculator as an arithmetic aid. A date calculation cannot decide which contractual convention applies.
4. Inspect the exported file
Open the downloaded PDF itself. Check that long descriptions wrap without covering amounts, page breaks retain useful context, the logo does not hide your identity, and the payment instructions are legible. If using the print fallback, inspect the print preview and browser header/footer settings.
Save the file using a name such as INV-2026-038-client.pdf. Browser draft storage is convenient, but it is not a substitute for retaining issued documents. Keep the version you send and its submission record in a backed-up location you control.
5. Complete the handoff check
These checkboxes are a temporary review aid, with no saved history or upload. You can also download the plain-text checklist and keep it with your records.
A short email you can adapt
Subject: Invoice INV-2026-038 — [project reference]
Hello [name], attached is invoice INV-2026-038 for [agreed work or service period]. The total is [currency and amount], due on [date] under our agreed terms. Payment details are on the invoice. Please let me know if your accounts team needs another reference or submission format. Thank you, [your name].
Replace every placeholder and attach the correct file before sending. If the client reports an error afterward, retain the original and follow the applicable correction process rather than silently replacing their copy. Our numbering guide explains how to preserve cross-references.
General workflow guidance, not legal or tax advice. For a jurisdiction-specific example of required fields, see GOV.UK's invoice requirements. SunnyBill helps format documents; it does not certify compliance or verify payment.
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