How to Add Bank Details to an Invoice

How do you add bank details to an invoice?

To add bank details to an invoice, create a clearly labelled payment section and enter the banking information customers need to make a transfer.

For a typical domestic bank transfer, this can include the account name, sort code, account number, and a payment reference.

• Account name
• Bank name where useful
• Sort code
• Account number
• Payment reference
• IBAN where required
• SWIFT or BIC where required

Example bank details on an invoice

Bank details do not need a complicated layout. A clearly labelled section can present the information in a format that customers can quickly read and use.

• Payment Method: Bank Transfer
• Account Name: Example Business Ltd
• Sort Code: 00 00 00
• Account Number: 12345678
• Payment Reference: INV 1084

What bank details should you include?

The bank details needed depend on the type of transfer the customer will make. For a domestic payment, the account name, sort code, and account number may provide the main information required.

You can also include the name of your bank if it helps make the payment instructions clearer. Avoid filling the section with banking information that the customer does not actually need.

Add the correct account name

The account name should match the name associated with the bank account that will receive the payment. Depending on how your account is set up, this may be your business name or the name of the account holder.

Check the account name carefully rather than assuming that it is identical to the trading name displayed elsewhere on your invoice.

Add your sort code

For bank transfers where a sort code is required, label it clearly so customers can immediately identify the number they need.

Check every digit before sending the invoice. An incorrect sort code could prevent a customer from making the intended payment or cause unnecessary delays.

Add your account number

The account number should appear alongside the other bank transfer details and should be clearly identified as the account number.

Because this information is essential for directing a bank transfer, it is worth checking the number against your actual banking details before issuing an invoice.

Add a payment reference

A payment reference helps you identify which invoice a bank transfer relates to after the money reaches your account.

One simple approach is to ask customers to use the invoice number as their reference. If the invoice number is INV 1084, for example, the payment instructions could state that INV 1084 should be entered as the payment reference.

Why use the invoice number as the payment reference?

Using the invoice number creates a clear connection between the invoice and the incoming payment. This can be particularly useful when several customers are paying similar amounts.

It also avoids creating an additional reference system purely for payments when the invoice already has its own unique identifier.

Add international bank details when required

Customers making international bank transfers may require additional information. Depending on the banks and countries involved, this can include an IBAN and SWIFT or BIC code.

If you regularly invoice international customers, make sure you know which banking details they require before sending the invoice.

Example international bank details

An invoice intended for an international bank transfer might include a payment section such as:

• Account Name: Example Business Ltd
• Bank Name: Example Bank
• IBAN: GB00 EXAM 0000 0000 0000 00
• SWIFT or BIC: EXAMGB00
• Payment Reference: INV 1084

Where can you add bank details on an invoice?

Bank details should appear in a clearly identifiable part of the invoice. Common options include a dedicated payment section, an area below the invoice totals, or a clearly labelled section near the bottom of the document.

The most important point is that customers can find the information quickly. The exact placement of payment instructions is covered separately in our guide to where payment instructions should appear on an invoice.

Should bank details go in the notes section?

A notes section can be used when there is no dedicated payment area, but important bank details should not become buried among unrelated information.

If the notes section contains payment information, introduce it with a clear label such as Bank Transfer Details or Payment Details.

Keep bank details separate from customer details

Your bank details serve a different purpose from the customer billing information shown elsewhere on the invoice. Customer details identify who is being invoiced, while bank details tell that customer where to send payment.

Separating these sections makes the document easier to understand and reduces the chance that important payment information is overlooked.

Can you add bank details to a PDF invoice?

Yes. Bank details can be included on a PDF invoice in the same way as other payment information.

Before sending the PDF, open the finished document and check that every banking field is readable and that none of the details have been cut off or moved during PDF creation.

Check bank details before sending an invoice

Banking information should always be checked before an invoice is sent. Important details to review include:

• Account name
• Sort code
• Account number
• Payment reference
• IBAN where applicable
• SWIFT or BIC where applicable
• Any written bank transfer instructions

Update old bank details

If your business changes bank accounts, update your invoice information before issuing new invoices. Reusing an older invoice or template without checking it can result in outdated payment details being sent to customers.

It is also worth reviewing any saved PDF templates or reusable invoice documents so the old account information is not accidentally used again.

Common mistakes when adding bank details

Simple mistakes can make an otherwise professional invoice difficult to pay. Common problems include:

• Entering an incorrect account number
• Entering an incorrect sort code
• Using an outdated bank account
• Forgetting to include a payment reference
• Not labelling banking information clearly
• Leaving out international banking details when required
• Hiding bank details inside unrelated invoice notes

Keep bank transfer instructions simple

Customers generally only need the information required to complete the transfer and identify the invoice they are paying. Keeping the instructions concise makes the payment section easier to scan.

For example, a short instruction such as Please pay by bank transfer and use the invoice number as your payment reference can provide useful guidance without making the invoice unnecessarily complicated.

Create an invoice with clear bank details

Once the correct banking information has been prepared, it can be added alongside the other important invoice details before the document is sent to the customer.

InvoiceAtlas lets you create a professional invoice with customer information, invoice items, totals, terms, and notes before downloading the finished invoice as a PDF for free.