Invoice template with your logo and automatic totals
Freelancers and small businesses waste time fixing invoice formulas and copying client details. Tell your todo.is agent your business details once, and it builds an invoice template with automatic totals and tax, then fills a new invoice whenever you message it the client and the work done.
The prompt
- Create an invoice template for [YOUR BUSINESS NAME AND ADDRESS] with my logo (attached). Currency and tax: [CURRENCY AND TAX OR VAT RATE]. Payment terms: [PAYMENT TERMS]. Payment details: [BANK OR PAYMENT DETAILS]. Include: invoice number, issue date, due date, client name and address, client tax ID if any, a line items table (description, quantity, unit price, line total), subtotal, discount, tax, total due, payment instructions, late payment note and a thank-you line. Make the totals and due date calculate automatically. Then fill in the first invoice: [CLIENT AND ITEMS FOR THIS INVOICE], invoice number [INVOICE NUMBER]. Deliver an Excel template, a Word template and the filled invoice as a PDF. Remember my details for next time.
What to change
- [YOUR BUSINESS NAME AND ADDRESS]: e.g. "Lina Haddad Design, 14 Rue Verte, 69002 Lyon, France, SIRET 000 000 000".
- [CURRENCY AND TAX OR VAT RATE]: e.g. "EUR, 20% VAT" or "USD, no sales tax".
- [PAYMENT TERMS]: e.g. "due in 30 days" or "50% upfront, 50% on delivery".
- [BANK OR PAYMENT DETAILS]: e.g. "IBAN and BIC" or "PayPal link". Only include what you would print on an invoice.
- [CLIENT AND ITEMS FOR THIS INVOICE]: e.g. "Verdi Studio, Milan: logo design 1 x 1,200, brand guide 1 x 800".
- [INVOICE NUMBER]: e.g. "2026-041". Use one continuous numbering series.
Example result
- INVOICE
- Lina Haddad Design
- 14 Rue Verte, 69002 Lyon, France
- SIRET 000 000 000 | VAT FR00 000000000
- lina@haddaddesign.example
- Invoice number: 2026-041
- Issue date: October 8, 2026
- Due date: November 7, 2026 (30 days)
- Bill to
- Verdi Studio S.r.l.
- Via Roma 22, 20121 Milan, Italy
- VAT IT00000000000
- Items
- | Description | Qty | Unit price | Total |
- | Logo design, 3 concepts and final files | 1 | EUR 1,200.00 | EUR 1,200.00 |
- | Brand guide, 12 pages | 1 | EUR 800.00 | EUR 800.00 |
- Subtotal: EUR 2,000.00
- Discount: EUR 0.00
- VAT 20%: EUR 400.00
- Total due: EUR 2,400.00
- Payment
- Bank transfer to: Lina Haddad, IBAN FR76 0000 0000 0000 0000 0000 000, BIC XXXXFRPP
- Please use the invoice number as the payment reference.
- Late payments may incur interest and fees as allowed by law.
- Thank you for working with me!
- How the template works
- • Type quantity and unit price; line totals, subtotal, VAT and total update automatically
- • Change the issue date and the due date moves with your payment terms
- • Duplicate the sheet for each new invoice and raise the number by one
- *Note: for cross-border B2B services in the EU, VAT rules such as reverse charge may apply. Check with your accountant which wording your invoices need.*
How to do it with todo.is
- Copy the prompt, fill in your business, tax, terms and the first client, and attach your logo.
- Paste it into todo.is, or send it to your agent on WhatsApp or Telegram.
- You get an Excel template, a Word template and the first invoice as a PDF.
- Next time just message: "Invoice Verdi Studio for 6 hours of edits at 75 each." With Google connected, your agent can save it as a Gmail draft to the client.
Tips for a better result
- Use one continuous numbering series. Gaps or duplicates cause trouble with tax authorities in many countries.
- Always show the due date, not just the terms. Clients pay faster when the date is clear.
- Check what your country requires on an invoice, such as tax ID numbers or VAT wording.
- Describe the work clearly. "Logo design, 3 concepts" avoids questions that delay payment.
- Set a recurring to-do to check every Monday which invoices are past due and draft a polite reminder for each.
invoice template: FAQ
- What should be on an invoice? Your business name and contact details, the client's details, a unique invoice number, issue and due dates, a description of goods or services, quantities and prices, tax, the total due and payment instructions. Some countries require extra items like tax IDs.
- Should I send invoices as PDF or Excel? Send PDF to clients so nothing can be changed by accident. Keep the Excel or Word template for yourself to create the next one.
- Is this invoice template legally valid? It includes the common required fields, but rules differ by country and business type. Check with your accountant that your invoices meet local tax requirements.
- Can todo.is send the invoice and chase late payments? With Google connected, your agent can draft and, after your approval, send the invoice email. A recurring to-do can remind you about unpaid invoices and draft follow-ups.
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