Before you send an invoice: five checks in the Regans Invoice Creator

A tidy invoice is a good start. Before it reaches your customer, the names, dates, amounts and payment instructions still need a careful look.

The free Regans Invoice Creator lets you prepare an invoice or quote in your browser without creating an account. Start in Simple mode for the essentials, or open Full editor for branding, discounts, references and payments already received.

Here is a practical check before you export and send your document.

1. Choose the document and check your business details

Choose Invoice or Quote first, then check the business name, customer details and document heading in the preview. Give each issued invoice its own number so you can identify it later. Replace the starter number with one that fits your existing records.

Select your actual GST registration status. A business that is not registered for GST should use a regular invoice, rather than describe it as a tax invoice. The Australian Government's invoicing guide explains the distinction and the information to include.

The tool checks an ABN's checksum only. It does not verify that the business or its GST registration is current. If you are unsure about your registration or the treatment of a sale, check before issuing the document.

2. Make the work easy to recognise

Read each description as your customer would. “Garden tidy-up — September visit” tells them more than “Services”. Check the quantity and rate separately, then review the line amount.

In Full editor, you can add a service date or period, purchase order and reference. Use those fields when they will help the customer match the invoice to the work. If you apply a discount, check both the discount type and the final amount in the preview.

3. Review dates, totals and payments

Check the document date and due date against what you agreed with the customer. A due-date shortcut is a convenience; it still needs to match your terms.

Read the totals in the preview, including any payment already received and the balance due. For a simple practice run, try fictional names and two units at $125 each. The line amount should be $250 before any discounts or GST. This is an arithmetic example, not advice about the tax treatment of a sale.

4. Check how the customer will pay

Review the account name, BSB, account number or PayID carefully. In Full editor, also check any payment reference, instructions and terms. A correct total is only useful if the customer has the right payment details.

The tool labels bank details and payment instructions as staying in the open page only. Recheck them each time you prepare a document. Keep bank information in the dedicated payment fields.

5. Export, attach and review once more

Use Download PDF or Print after checking the preview. Open the resulting document and make sure the layout, customer, items and payment information are clear.

Email draft opens your email app. You must download and attach the PDF yourself, check the recipient and message, then send it. Selecting Email draft is not confirmation that an invoice has been delivered.

Keep your own copy of every issued invoice and record payments in your normal bookkeeping process. If you enable Remember on this device, use it only on a private device and keep a separate copy of each issued invoice.

Ready to prepare a document? Open the Invoice Creator. For help with invoicing or bookkeeping, contact Regans Accountants.

General information only. Check your circumstances and invoice details before issuing a document.