Sender Details
What is it
The name, address, and contact information of the person or company issuing the invoice. It identifies who is requesting payment. It includes checking accounts or tax credentials.
When is it required
Always. An invoice is invalid without clear identification of the supplier. The receiver needs this to verify the source of the bill.
Regional requirements
| Region | Key ID Required | Mandatory Details |
|---|---|---|
| EU | VAT ID (if registered) | Full legal name, registered address, VAT ID. |
| UK | Company Number | Registered company name & address, company number. Names of all directors (if listing any). |
| USA | EIN / SSN | Business name and valid contact address. EIN often required for tax reporting (W-9). |
| Australia | ABN | Australian Business Number (ABN) is mandatory for tax invoices. |
| India | GSTIN | GST Identification Number (GSTIN) and PAN. |
Legal entity vs brand name
Invoices must be issued by the legal entity (e.g. "Acme Trading Ltd"), not just the brand (e.g. "Acme"). You can display both, but the legal entity is binding.
Common pitfalls
- Using a trading name without the legal entity name. Contracts often bind the legal entity, not the brand.
- Omitting the tax identification number if registered. This prevents the client from reclaiming VAT or tax.
- Providing an outdated address. This causes physical checks or legal notices to get lost.
Common mistakes when filling the field
- Forgetting to include contact details for queries. Clients delay payment if they cannot ask questions.
- Using a personal name instead of the company name. This causes banking mismatches.
- Leaving out the country code in phone numbers. International clients cannot call to resolve issues.
Why is it there
It ensures the invoice is legally binding and allows the client to contact the provider. It is necessary for tax deduction and compliance. It establishes creditability.