How to Create an Invoice

What to include on an invoice

Every professional invoice should answer four questions: who is billing, who is being billed, what was delivered, and how much is owed by when. The minimum fields:

• Your business name, address, email, phone (the "From" block)
• Client name, address, email (the "Bill To" block)
• Invoice number — a unique, sequential identifier
• Issue date and due date
• Line items: description, quantity, unit price, line total
• Subtotal, discount, tax, total due
• Payment instructions or notes (bank details, late-fee policy, etc.)

7 steps to create an invoice

1. Open the editor — go to the Invoice Editor.
2. Fill in your business info — saved automatically for next time.
3. Add the client.
4. Set invoice number, dates, currency. The number auto-increments.
5. Add line items. Each row totals automatically.
6. Add tax or discount if applicable. Tax is applied after discount.
7. Pick a template, then click Download PDF. Done.

Invoice numbering best practices

Pick a scheme and stick to it. Three common patterns:

• INV-0001 — simple sequential (default in this tool)
• 2026-001 — year-prefixed, resets annually
• ACME-2026-001 — client-prefixed, useful for large clients

Never reuse a number, and never have gaps on purpose — both raise audit flags. If you void an invoice, keep the number and mark the document as voided.

Payment terms (Net 15, Net 30, Net 60)

"Net 30" means payment is due 30 days from the invoice date. Common conventions:

• Net 15 — fast turnaround, common for retainers
• Net 30 — industry standard for most B2B work
• Net 60 — large enterprise clients
• Due on receipt — small projects or first-time clients

State the late-fee policy in the notes field, e.g. "A 1.5% monthly late fee applies to balances overdue by more than 30 days."

Sales tax and VAT

The right tax handling depends on your jurisdiction, your client's jurisdiction, and the type of service. A few rules of thumb:

• US freelancers: most professional services are not subject to sales tax, but some states (e.g., Texas, Hawaii) tax certain services. Check your state.
• EU businesses: charge VAT on domestic B2C sales; reverse-charge applies to most B2B cross-border services within the EU.
• UK: VAT registration is required once turnover exceeds the threshold (currently £90,000).

This tool calculates tax as a percentage applied after any discount. Always confirm your obligations with a qualified accountant.

Picking a template

Five templates are included. The choice is mostly aesthetic — all five contain the same fields. Pick what matches your brand:

• Classic — neutral, traditional, low-key
• Modern — colored accent sidebar, blue palette
• Minimal — generous whitespace, typography-led
• Bold — high-contrast banner header, decisive feel
• Professional — large logo space, green accent, "Total Due" emphasis

Browse them on the Templates page.

Frequently asked questions

Is this free?

Yes. Generate as many invoices as you want. No account required.

Where is my data stored?

Entirely in your browser (localStorage). Nothing is sent to any server. Clearing your browser data will erase saved invoices, so download the PDF after creating one.

Can I add my logo?

Yes. Upload a PNG or JPG in the "From" block. It appears on the PDF.

What page sizes are supported?

A4 (210 × 297 mm) and US Letter (8.5 × 11 in).

Can I edit the PDF after downloading?

The downloaded file is a standard PDF — you can edit it in any PDF editor. But it's easier to come back to this site, change your inputs, and re-download.