1. Get your business details right
Every invoice should carry your business name, logo, phone number, and address or location. If you're VAT-registered, your TIN and VAT registration number belong here too. This isn't decoration — it's how a client's accounts department decides whether they can process your payment.
2. Capture the client properly
Name, contact person, phone, and email if they have one. For most Ghanaian SMEs a phone number is enough — keep email optional rather than losing the record entirely.
3. Number every invoice
Use a sequence you never repeat: INV-2026-001, INV-2026-002, and so on. When a client says "we already paid that one", the number is what settles the argument.
4. Describe the work, not just the amount
One line per item: what it was, how many, unit price, line total. "Consultancy — GHS 4,000" invites questions. "Brand strategy workshop, 2 days @ GHS 2,000" doesn't.
5. Apply tax only if you charge it
If you're VAT-registered, the standard Ghanaian levies are GETFund 2.5%, NHIL 2.5% and VAT 15%, applied to the invoice total. If you're not registered, leave tax off entirely — adding it "to look official" creates a liability you never collected for. See the VAT, NHIL and GETFund guide.
6. Make paying easy
Put your bank account and mobile money details directly on the invoice, and state a due date — "Due 30 August 2026" beats "Net 30" for most local clients. A specific date removes the excuse.
7. Send it where they'll see it
Email the PDF if they use email; otherwise send the PDF straight over WhatsApp. Follow up two days before the due date, not two weeks after it. A short, friendly nudge before the deadline is far more effective — and far less awkward — than chasing an overdue balance.
8. Record the payment the day it lands
Full or partial, cash, bank or momo — log it against the invoice immediately. Otherwise you'll be reconciling a month of momo alerts against memory, and you will get it wrong.
A quick checklist
- Business name, logo, phone, TIN (if registered)
- Client name and contact
- Unique invoice number and issue date
- Itemised lines with quantity and unit price
- Subtotal, discount, tax, total in GHS
- Bank and mobile money payment details
- A specific due date
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