Where to Put Additional Information on an Invoice
Additional invoice information should be placed where customers can understand its purpose without confusing it with essential billing details. Some information belongs in a dedicated field, while general context can be placed in a notes or additional information section. Choosing the right location helps keep an invoice organised and prevents important details from becoming buried inside unrelated text.
This guide is part of our Invoice Notes and Additional Information Guide hub.
Where should additional information go on an invoice?
General additional information can be placed in a clearly labelled Notes or Additional Information section. This section commonly appears after the main invoice items and totals or toward the bottom of the invoice.
However, not every extra detail belongs in the notes section. Information with a specific purpose is often clearer when it has its own label or dedicated field.
What belongs in an additional information section?
An additional information section can be useful for details that support the invoice but do not fit naturally into its main fields. Examples include:
- Short customer messages
- Additional transaction context
- References to supporting documents
- Brief project information
- Explanatory notes
- Other relevant information about the transaction
Keep core invoice details in their normal sections
Additional information should not replace the main structure of the invoice. Important details should remain where customers would normally expect to find them.
For example, customer information belongs in the customer section, individual charges belong in the invoice items, and totals belong in the totals section. Moving these details into notes can make the invoice harder to understand.
Where should project information go?
Important project information can appear near the main invoice details or within a dedicated project or job section. This is particularly useful for a project name, job number, work address, or other identifier the customer may need to find quickly.
The notes section can still provide extra context about the project, but it does not need to duplicate information that already has a clearly labelled location.
Where should additional references go?
References used to identify or process an invoice should be clearly labelled. If a customer needs a purchase order number, job number, or another reference, placing it near the main invoice information makes it easier to locate.
A general notes section is better suited to explanatory information than important identifiers. Keeping references visible also reduces the chance that someone processing the invoice overlooks them.
Where should payment information go?
Payment information should be easy to locate because the customer may need it when settling the invoice. If your invoice has a dedicated payment section, use it for the essential details required to make payment.
General notes can support this information but should not force customers to search through unrelated text to find important payment instructions.
Where should terms and conditions go?
Relevant terms are usually clearer within a separately labelled Terms or Terms and Conditions section rather than mixed into general invoice notes. This makes it obvious that the text has a different purpose from a customer message.
If detailed terms exist elsewhere, the invoice may refer to the relevant information where appropriate rather than filling the document with a large amount of additional text.
Where should a thank you message go?
A short thank you message can appear within the notes section or another small message area near the bottom of the invoice. It does not need to compete visually with the amount due or other important billing information.
Keeping the message brief allows it to add a friendly touch without making the invoice look cluttered.
Should additional information go above or below the totals?
General notes are often easiest to read below the invoice items or totals because the customer can review the main financial information first. However, information that directly affects how the invoice is identified may deserve a more prominent position.
The correct placement therefore depends on what the information does. A job number may belong near the invoice number, while an explanatory note can sit lower on the page.
Avoid one large additional information section
Putting every extra detail into one large text box can make an invoice difficult to scan. Customer messages, terms, references, and payment information do not all serve the same purpose.
Where possible, separate information according to its function. Clear labels allow the customer to find what they need without reading every line of additional text.
Keep additional information concise
Additional information should support the invoice rather than dominate it. Long paragraphs can push important details further down the document and make the invoice appear more complicated than necessary.
Use concise wording and remove information that does not help the customer understand, identify, or process the transaction.
Check additional information before sending
Review every additional section before sending the invoice, particularly when reusing a previous invoice as a starting point. Notes and references can contain customer specific information that is easy to overlook.
Check that project references, messages, terms, names, and other details all relate to the current invoice and remove anything that is no longer relevant.
Create a clear and organised invoice
The best location for additional information depends on its purpose. Important identifiers should be prominent, payment information should be easy to find, terms should be clearly labelled, and general context can be placed in the notes section.
InvoiceAtlas lets you organise customer details, custom items, notes, terms, taxes, discounts, and other invoice information before downloading your completed professional invoice as a PDF for free.
Frequently asked questions
Where do you put additional information on an invoice?
General additional information can be placed in a clearly labelled Notes or Additional Information section, often below the main invoice items and totals.
Should all additional information go in invoice notes?
No. Important references, payment information, terms, and other details may be clearer in dedicated fields or sections.
Where should a job number go on an invoice?
A job number is usually easier to find when placed near the main invoice or project details rather than buried within general notes.
Where should payment information go on an invoice?
Essential payment information should be placed somewhere easy for the customer to locate, preferably within a dedicated payment section when available.
Where should terms go on an invoice?
Relevant terms are usually clearer in a dedicated Terms or Terms and Conditions section rather than mixed into general notes.
Where can I put a thank you message on an invoice?
A short thank you message can be placed in the notes section or another small message area near the bottom of the invoice.
Can additional information go below the invoice total?
Yes. General notes and messages can appear below the invoice total, while information that customers need to identify or process the invoice may be better placed higher on the document.
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