Business

Free Invoice Generator

Create professional invoices in seconds, export as PDF

Invoice Details

From (Your Info)

Bill To (Client)

Line Items

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$0.00
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Subtotal$0.00
Total$0.00

How to Create a Professional Invoice

A professional invoice is more than just a payment request — it's a legal document that protects both you and your client. It establishes the amount owed, the due date, and the services rendered. Creating one doesn't need to be complicated or expensive. This tool lets you build a clean, professional invoice in about two minutes, then download it as a PDF — no account, no watermark, no subscription.

What Every Invoice Needs

Regardless of your industry or country, a complete invoice should include:

  • Invoice number: A unique identifier (e.g., INV-202601-001) so both parties can reference it in emails, payments, and records
  • Your details: Name or company name, email, and address so the client knows who to pay
  • Client details: The full name and address of the entity being billed (important for their accounting records)
  • Issue date: The date the invoice was sent
  • Due date: When payment is expected (Net 30 is standard; Net 15 is common for freelancers)
  • Line items: Each service or product, with quantity and unit price
  • Subtotal, tax, and total: A clear breakdown of how the total was calculated
  • Payment instructions: How you accept payment — bank transfer, PayPal, check, etc.

Invoice Numbering: Keeping It Organized

Invoice numbers serve two purposes: they keep your records organized, and they make it easy to reference a specific invoice in communication with clients or accountants. A format like INV-YYYYMM-001 is clear and sortable. Some businesses use client codes: SMITH-001, SMITH-002. Whatever system you choose, be consistent.

Tax authorities in many countries require sequential invoice numbering. In the EU, VAT invoices must have a sequential number within a defined series. In the US, while there's no legal requirement, sequential numbering is considered best practice and simplifies audits.

Setting Payment Terms

Payment terms define when and how you expect to be paid. The most common structures are:

  • Net 7: Payment due within 7 days — common for small freelance jobs or clients who have historically paid slowly
  • Net 15: 15 days — a middle ground, good for regular clients with established relationships
  • Net 30: 30 days — standard for B2B transactions and larger companies
  • Due on receipt: Payment expected immediately — for digital goods or very small amounts
  • 50/50: Half upfront, half on delivery — reduces financial risk on larger projects

Always state your payment terms clearly on every invoice, and reinforce them in your contract. Late payment fees (e.g., 1.5% per month) can be added as a deterrent, but enforce them consistently.

Tax on Invoices: A Quick Reference

Tax requirements vary enormously by jurisdiction. Here's a general overview:

  • United States: No federal sales tax on services. State sales tax applies to physical goods in most states and some services in certain states. If you sell to businesses, they may be tax-exempt — ask for their exemption certificate.
  • European Union: VAT (Value Added Tax) applies to most goods and services. Rates range from 5% to 27% depending on the country and product type. B2B sales within the EU often use "reverse charge" rules.
  • Canada: GST (Goods and Services Tax) at 5% federally, plus provincial taxes (HST, PST, or QST) in most provinces.
  • United Kingdom: VAT at 20% (standard), 5% (reduced), or 0% (zero-rated). Register for VAT once your taxable turnover exceeds £85,000/year.

When in doubt, consult a local accountant. The right answer depends on your specific situation.

Following Up on Unpaid Invoices

Even with clear terms, late payments happen. A structured follow-up process makes collection less awkward:

  • 1 week before due date: A polite reminder email with the invoice attached
  • On the due date: A brief note confirming the invoice is due today
  • 1 week late: A direct follow-up asking for an estimated payment date
  • 2–4 weeks late: A firmer message referencing your late payment policy
  • 60+ days late: Consider involving a collections agency or small claims court for significant amounts

Keeping Invoicing Records

Good record-keeping protects you at tax time and in any dispute. Save a PDF copy of every invoice you send, organized by year and client. Most jurisdictions require you to keep business records for 5–7 years. If you're doing more than a handful of invoices per month, consider a simple accounting tool like Wave (free) or QuickBooks to automate tracking, reminders, and reporting.

Frequently Asked Questions

How do I download the invoice as a PDF?
Fill in your invoice details, click "Preview invoice", then click "Download PDF". Your browser's print dialog will open — select "Save as PDF" or "Microsoft Print to PDF" as the destination. Make sure to set margins to "None" or "Minimum" for the cleanest result. On Chrome, use "More settings" → "Paper size: A4 or Letter" for consistent formatting.
Is this invoice generator really free?
Yes, completely free. There is no account, no watermark, no subscription, and no limit on the number of invoices you can create. Everything runs in your browser — we don't store or see any of the data you enter.
What should an invoice include?
A professional invoice should include: your name or business name and contact details, the client's name and contact details, a unique invoice number, the issue date and payment due date, a detailed list of services or products with quantities and prices, the subtotal, any applicable tax, and the total amount due. Optionally, add payment instructions and your bank details in the notes section.
How do I add tax to my invoice?
Enter your tax rate (as a percentage) in the Tax Rate field. The calculator will automatically compute the tax amount based on the subtotal and show the final total. If you operate in a jurisdiction with multiple tax types (e.g., GST + PST in Canada, or state + city sales tax in the US), add them together for the combined rate.
What invoice number format should I use?
An invoice number just needs to be unique and sequential. A common format is INV-YYYYMM-001 (e.g., INV-202601-001). Some businesses use the client's initials, a project code, or a simple counter. The key is that each invoice has a different number so you and your client can reference it clearly. This generator auto-creates a number in INV-YYYYMM-XXX format, which you can edit.
Can I save my invoice to edit it later?
This tool is browser-based and does not save data between sessions. To preserve an invoice, download it as a PDF immediately after creation, or copy the data to a local file. If you need to create recurring invoices or manage multiple clients, a dedicated accounting app like Wave (free) or FreshBooks may be a better fit.
How many days should I give clients to pay?
Net 30 (payment due in 30 days) is the most common standard for B2B invoices. Freelancers often use Net 15 or even Net 7 to improve cash flow. For new or high-risk clients, some businesses ask for 50% upfront and 50% upon completion. Whatever you choose, state it clearly in the invoice and your contract.
Do I need to charge sales tax on my invoices?
It depends on your location, the type of service or product, and the location of your client. In the US, service providers often don't charge sales tax, but sellers of physical goods usually do. In the EU, VAT applies to most goods and services. If you're unsure, consult a local accountant or tax professional — the rules vary significantly by jurisdiction.
What currency does this invoice generator support?
This tool supports USD, EUR, GBP, CAD, AUD, JPY, CHF, and INR. Select your currency from the dropdown and all amounts on the invoice will display in that currency's format. If you need a currency not listed, select the closest option and note the actual currency in your invoice notes.
What is the difference between an invoice and a receipt?
An invoice is a request for payment — it's sent before payment is received and tells the client how much they owe and when. A receipt is a confirmation of payment — it's issued after the client has paid. Some tools let you convert an invoice to a receipt once payment is confirmed. For this tool, once paid, you can add "PAID" to the notes field to use the same document as an informal receipt.

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