Invoicing feels simple until a payment stalls because the due date was missing or the line items said “project work.” Below are the mistakes we see most often — and how we try to catch them in the product UI before you download a PDF.
1. Missing essentials
No seller address, no client name, no invoice date. Fix: treat those fields as required before export, not as optional chrome.
2. Vague descriptions
“Design” tells accounts payable nothing. Fix: prompt for specific descriptions (“Homepage redesign — October milestone”).
3. Weak visual hierarchy
If the total and due date are not obvious, humans hunt and delay. Fix: PDF themes that emphasize amount due.
4. Broken numbering
Random numbers make reconciliation painful. Fix: sequential defaults for accounts; clear guidance for guests.
5. No due date
Without a date, “Net 30” is a riddle. Fix: store an explicit due date on the document.
6. No itemization
A single lump sum invites disputes. Fix: line items with quantity and rate.
7. Ignoring tax fields
Wrong or missing tax IDs create back-and-forth. Fix: dedicated tax lines and profile fields — then read our GST/VAT checklist.
8. Wrong recipient
Invoices sent to the project champion instead of AP sit unread. Fix: capture billing contact details up front.
9. No follow-up system
Sending once is not a collections process. Fix: calendar reminders — see our follow-up guide.
10. Inconsistent branding
Every invoice looking different erodes trust. Fix: saved logos and templates for account users; consistent defaults for guests.
Open the generator and walk the checklist before your next client send.