Invoice Generator

An invoice generator turns the details of a job into a clean, professional bill you can send to a client in a couple of minutes, without wrestling with a spreadsheet or a word processor template. Our free Invoice Generator lets you add your business details and logo, your client's details, an invoice number, issue and due dates, and as many line items as you need. Pick from more than 25 currencies, apply a sales tax, VAT or GST rate with your own label, add a percentage or fixed discount and shipping, and watch the totals and the preview update as you type. Download a searchable PDF or print it, and your business details are saved in your browser for next time. Nothing you enter is uploaded to our server.

How to use the Invoice generator

1. 1 Add your business detailsEnter your business or trading name, address, email and phone. Add a tax ID if you have one, and upload a logo if you want it on the invoice. These details are remembered in your browser for next time.
2. 2 Fill in who you are billingAdd the client's name or company and address. An email address or the client's own tax ID are optional and only appear if you fill them in.
3. 3 Set the number, dates and currencyCheck the invoice number, choose the issue date and payment terms such as Net 30 or due on receipt, and pick the currency. The due date is worked out for you.
4. 4 Add line items, tax and discountsList each product or service with a quantity and unit price. Add a tax rate and label, a discount, shipping or an amount already paid, and the totals update instantly.
5. 5 Download, print and start the next oneDownload the PDF or print it, then press Start next invoice. Your details and settings are kept and the invoice number moves up by one.

What a professional invoice should include

An invoice is a formal request for payment, and it often doubles as a record for both your books and your client's. The exact requirements vary between countries and industries, but most professional invoices share the same core details. Including all of them makes it easier for your client to approve the bill quickly and harder for it to get lost in an accounts payable queue.

Some clients, especially larger companies and public bodies, will reject an invoice that is missing a purchase order number or a tax ID, so ask what they need before you send the first one. The generator includes an optional PO or reference field for exactly this reason.

• Your business name and contact details, so the client knows who is billing them and how to get in touch.
• The client's name and address, matching how their company is registered where possible.
• A unique invoice number and the date the invoice was issued.
• A clear description of each product or service, with quantities, unit prices and line totals.
• The subtotal, any discount, tax shown separately with its rate, and the total amount due.
• Payment terms, a due date and how to pay, such as bank details or a payment link.

Invoice numbers, dates and payment terms

Every invoice should carry a unique number, and most accountants recommend a simple sequence with no gaps, such as INV-0001, INV-0002 and so on. A consistent sequence makes invoices easy to find, helps you spot one that was never paid, and is expected by many tax authorities. When you press Start next invoice, the generator increases the number at the end of your invoice number by one and keeps any prefix you use, so INV-2026-014 becomes INV-2026-015.

Payment terms tell the client how long they have to pay. Net 30 means payment is due 30 days after the invoice date, Net 14 means 14 days, and due on receipt means immediately. Pick the terms you agreed with the client and the due date is calculated from the issue date. If you agreed a specific date instead, choose Pick a due date and set it yourself.

Shorter terms usually mean faster payment, but they need to match what the client agreed to. Putting both the terms and the actual due date on the invoice removes any doubt about when payment is expected. You can also choose how dates are written, which helps when you bill clients who read 03/04 as March 4 and clients who read it as 3 April.

Sales tax, VAT and GST on invoices

Many countries charge a consumption tax on goods and services. In the United States it is usually a state and local sales tax; in the European Union, the UK and many other countries it is value added tax, or VAT; in Canada, Australia, India, New Zealand and elsewhere it is often called goods and services tax, or GST. Rules on who must register, which rates apply and what an invoice must show differ widely, so check the rules where you are based or speak to an accountant before you start charging tax.

The generator handles the arithmetic, not the tax law. Enter a single tax rate as a percentage and a label such as Sales tax, VAT, GST or HST, and the tax line is calculated on the subtotal after any discount. Tick Charge tax on shipping if shipping is taxable for you. If you are registered for tax, add your tax ID in your business details so it appears on the invoice; some places also expect the client's tax ID on business-to-business invoices, which you can add in the client section.

If you do not charge tax, leave the rate empty and no tax line is shown. Where you are legally required to issue a specific document, such as a tax invoice with particular wording or a numbered sequence registered with an authority, use the title options and notes to add what is needed, and confirm the requirements with a professional.

Currencies, discounts and rounding

Choose from more than 25 currencies, including the US dollar, euro, British pound, Canadian and Australian dollars, Indian and Pakistani rupees and the UAE dirham. Amounts are formatted with the correct symbol, separators and number of decimal places for each currency, so a yen invoice shows whole amounts while a dollar invoice shows cents. The amount due also shows the three-letter currency code, which avoids confusion when several countries use a dollar sign.

Discounts can be a percentage of the subtotal or a fixed amount, and they are applied before tax. Shipping is added after the discount. If the client has already paid a deposit, enter it as Amount already paid and the invoice shows the full total, the payment received and the remaining balance due.

Every line total, the discount and the tax are rounded to the currency's smallest unit, such as one cent, and the totals are added up from those rounded figures. That way the numbers on the invoice always add up exactly when your client checks them. Your accounting software may round tax per line instead of on the total, so a difference of a cent is possible on large invoices; if it matters, match the method your accountant uses.

Downloading a PDF or printing your invoice

Download PDF builds the invoice as a real PDF document inside your browser. The text is searchable and can be copied, the file is small enough to attach to an email, and you can choose US Letter or A4 paper. Long invoices flow onto extra pages with the table header repeated and page numbers in the footer.

The built-in PDF font covers English and most Western European characters. If your invoice uses other scripts, such as Arabic, Devanagari, Chinese or Cyrillic text, or a currency sign the font does not include, use Print or save as PDF instead. Printing uses your device's own fonts, and on most computers and phones the print dialog lets you choose Save as PDF as the printer, which gives you a PDF that keeps every character.

Before sending, open the PDF and check names, amounts and bank details carefully. It is far easier to fix a typo before the client sees it than to issue a credit note afterward.

Saving drafts and keeping your data private

With Save my draft in this browser switched on, everything you type, including your logo, is stored in your browser's local storage. When you come back on the same device and browser, your business details and the last invoice you were working on are filled in for you. Turn the option off, or press Clear saved data, to remove it. Clearing your browser data or using a private window also removes it.

Nothing you enter is sent to or stored on our server. That keeps client names, prices and bank details private, but it also means we cannot recover an invoice for you. Keep a copy of every PDF you send, in your own files or accounting system, because most businesses need to keep invoices for several years for tax and audit purposes.

Examples you can copy

Bank transfer
Account name: Your Business Name
Bank: Your Bank
Account number: 00000000
Routing / sort code / IBAN: 000000000

Please use the invoice number as your payment reference.
Card payments: https://pay.example.com/your-link

Design work       1 x 1,200.00  =  1,200.00
Development      24 x    85.00  =  2,040.00
Subtotal                           3,240.00
Discount 5%                         -162.00
Sales tax 8% on 3,078.00            246.24
Amount due (USD)                $3,324.24

Common mistakes to avoid

Frequently asked questions