If you're sending invoices on WhatsApp or using a Word document someone gave you in 2019, this guide is for you.
Here's a free invoice template you can use today — plus everything you need to know to make it professional enough that clients actually pay on time.
Before the template, here are the fields that matter:
1. Your business information
2. Client information
3. Invoice details
4. Services rendered
5. Payment total
6. Payment instructions
7. Terms
---
---
INVOICE
From:
[Your Full Name]
[Your Business Name]
[Your Email]
[Your Phone / WhatsApp]
[Your City, Nigeria]
To:
[Client Name]
[Client Company]
[Client Email]
Invoice Number: INV-[001]
Invoice Date: [Date]
Due Date: [Date — recommended: 7 days from invoice date]
---
| Description | Qty/Hours | Rate | Amount |
|-------------|-----------|------|--------|
| [Service description] | [1] | [₦XX,000] | [₦XX,000] |
| [Service description] | [2] | [₦XX,000] | [₦XX,000] |
---
Subtotal: ₦XX,000
VAT (7.5%): ₦X,000 *(only if VAT-registered)*
Total Due: ₦XX,000
---
Payment Details:
Bank: [Your Bank Name]
Account Number: [Your Account Number]
Account Name: [Your Full Name]
*Or pay instantly via Paystack: [your payment link]*
Note: Payment is due within 7 days. A late fee of 5% applies after the due date.
Thank you for your business.
---
Option 1: Copy into Word or Google Docs
Copy the template above, paste it into a document, fill in your details, and save as PDF before sending. This works but has limitations — no automatic numbering, no payment tracking, and clients can't pay directly from the document.
Option 2: Use a proper invoicing tool
A tool like Soloist generates professional invoices automatically — with your logo, correct invoice numbers, and a Paystack payment link built in. Your client gets a link they can click to pay directly. No PDF attachments. No manual tracking.
The template works for getting started. But once you're sending more than 5 invoices a month, a proper tool saves you hours and makes you look significantly more professional.
No invoice number. Every invoice needs a unique number. Clients — especially corporate clients — need this for their accounting. If you don't have one, they may delay payment waiting for a "proper invoice."
No due date. "Payment upon completion" is not a due date. Set a specific date: "Due by [date]." Without it, clients have no urgency to pay.
Wrong currency. If you're invoicing in dollars but your bank account is in Naira, specify the exchange rate you expect or direct them to your dollar account (Grey, Cleva, Payoneer).
No late payment clause. Add a line: "Invoices unpaid after [date] will incur a 5% monthly late fee." Most clients will never trigger it — but having it there gets invoices paid faster.
Sending on WhatsApp. A PDF sent on WhatsApp looks unprofessional and is easy to ignore. A payment link with a professional invoice page — where the client can pay immediately — converts significantly better.
No payment method specified. Don't make clients ask how to pay. Put your bank details and/or Paystack link directly on the invoice.
Beyond the invoice itself, these three things make the biggest difference:
1. Request a deposit upfront. 50% before work starts means you're never fully unpaid, even if a client disappears. New clients should always pay a deposit.
2. Send the invoice immediately. Don't wait until you feel like it. Send the invoice the moment work is complete — or even before, if you agreed on milestone payments.
3. Follow up systematically. If payment isn't received by the due date, send a reminder the same day. Then again 3 days later. Then 7 days later. Soloist automates this via WhatsApp and SMS so you never have to send an awkward "just checking in" message yourself.
The template above will get you started. Fill in your details, save it as a PDF, and start sending professional invoices today.
But if you want to skip the manual work entirely — Soloist generates professional invoices, sends them to clients with a Paystack payment link, and follows up automatically when payment is overdue.
Free to start. No credit card required.