Collect billing details before delivery
Ask for the legal billing name, address, accounts-payable contact and any purchase-order reference the client needs. Agree on currency, payment timing and the event that triggers invoicing. A client’s trading name may differ from its billing entity. Resolve that before you send the document.
Use local requirements, not a universal template
Invoice rules depend on where your business operates and its tax status. For example, UK government guidance lists identification, date, description and amount requirements and distinguishes VAT invoices. Treat the official requirements for your own situation as the checklist; a generated PDF alone does not establish compliance.
Check Dutch invoice requirements where relevant
For a Dutch business, consult the Belastingdienst’s invoice requirements, including applicable exceptions. Do not infer that a zero tax percentage is the right treatment merely because the client is abroad. If the transaction needs special wording, multiple rates or an electronic invoice format, use a workflow that supports those requirements.
Review, send and reconcile
Check names, dates, amounts, currency and bank/payment details against your agreed records. Export the final invoice, send it to the correct contact and keep a copy. Track the due date and follow up using the invoice number. Mark it paid only after reconciling the payment, not when the client says it is on its way.
- Check each line item against approved work.
- Verify the payment reference and due date.
- Record the sent date and recipient.
- Keep any later corrections linked to the original record.
Common questions
Does creating a PDF send the invoice?
No. Review and save the file, then send it through your agreed channel. The SkillLinkup tool does not email invoices or collect payments.
Can I use the same tax rate for every client?
Do not assume that. The applicable treatment depends on your business and transaction. Check official guidance or obtain advice for your situation.