How to make an invoice with this generator
- Your details — add your business name, address and contact details, and your logo if you have one. They are remembered in this browser, so you only type them once.
- Your client — who the invoice is for, with their address if they need it for their records.
- Number and dates — give each invoice its own number, pick the invoice date and your payment terms. The due date fills itself in from the terms, or you can set it yourself.
- Line items — one line for each product or service, with a quantity and a rate. The amount, subtotal and total update as you type.
- Discount, tax and deposit — add a discount, your tax rate (named Tax, GST, VAT or Sales tax), shipping, and any amount the client has already paid.
- Download — press Download PDF to save the invoice as a PDF file you can email or send on WhatsApp, or Print for a paper copy. New invoice keeps your details, clears the client and items, and moves to the next invoice number.
What to put on an invoice
A clear invoice gets paid faster, because the client’s accounts team has everything it needs. Include:
- The word Invoice (or Tax Invoice if your tax rules ask for it) and a unique invoice number.
- Your business name, address and contact details, and your tax registration number if you are registered.
- The client’s name, and their address if they are a business.
- The invoice date and the due date or payment terms.
- A line for each item with a description, quantity, rate and amount.
- The subtotal, any discount, the tax rate and amount, and the total due.
- How to pay: bank name, account title and IBAN or account number, or a payment link.
Tax rules for invoices differ between countries, and for some businesses within a country. If you are registered for sales tax, VAT or GST, check what your tax authority requires on a tax invoice.
How the totals are calculated
Each amount is rounded to the cent (or paisa) as it is worked out, so the figures on the invoice always add up exactly.
Worked example
The generator starts with three sample lines. Add a 10% discount, an 8% tax rate and a $500 deposit and you get:
| Line | Quantity × rate | Amount |
|---|---|---|
| Website design | 1 × $1,200.00 | $1,200.00 |
| Logo design | 1 × $350.00 | $350.00 |
| Content writing (per page) | 5 × $80.00 | $400.00 |
| Subtotal | $1,950.00 | |
| Discount (10%) | $1,950.00 × 0.10 | −$195.00 |
| Tax (8%) | $1,755.00 × 0.08 | $140.40 |
| Total | $1,895.40 | |
| Amount paid | −$500.00 | |
| Balance due | $1,395.40 |
Payment terms explained
| Term | What it means |
|---|---|
| Due on receipt | Pay as soon as the invoice arrives. Common for small jobs and new clients. |
| Net 7 / Net 14 | Pay within 7 or 14 days of the invoice date. Popular with freelancers. |
| Net 30 | Pay within 30 days. The usual standard between businesses. |
| Net 45 / Net 60 | Longer terms that large companies often ask for. Agree them before you start the work. |
Shorter terms usually mean faster payment. Asking for a deposit before you start, then entering it as amount paid, protects you on bigger jobs.
Tips for numbering invoices
- Never reuse a number. Each invoice needs its own number so you and your client can tell them apart.
- Keep it in sequence, such as INV-0001, INV-0002. New invoice moves to the next number for you.
- A year prefix such as 2026-014 keeps numbers short and makes old invoices easy to find.
- If you cancel an invoice, keep the number and issue a new one, so there are no gaps in your records.
Invoice, quote or receipt?
A quote (or estimate) is a price you offer before the work starts. An invoice asks for payment for work done or goods supplied. A receipt confirms that a payment was received. You can make a quote with this tool by changing the document title to Quote, and a Proforma Invoice for an advance payment request the same way.
Frequently asked questions
Is this invoice generator really free?
Yes. You can make and download as many invoices as you like, with no sign-up and no watermark.
Is my information private?
Yes. The invoice is built in your browser and your details are kept only on this device. Nothing you type is sent to us unless you are a member and choose to save the invoice to your account.
How do I save the invoice as a PDF on my phone?
Press Download PDF. The file is saved to your downloads, ready to attach to an email or send on WhatsApp. If your text includes a script the PDF download can’t show, such as Urdu, press Print and choose Save as PDF instead.
Can I charge GST, VAT or sales tax?
Yes. Type the tax name you use and your rate. Tax is charged on the subtotal after any discount. If different items have different tax rates, make a separate invoice for each rate or include the tax in your item rates.
Which currencies can I use?
US dollars, pounds, euros, Canadian and Australian dollars, Indian and Pakistani rupees, UAE dirhams and Saudi riyals. Your choice is remembered for next time.
Can I keep a copy of my invoices?
The PDF is your copy. Members can also save each invoice to their account and reopen it later to edit it or make a similar one. See membership.
This tool helps you lay out an invoice. It is not tax or legal advice; check the rules that apply to your business. See our disclaimer.