What to include on an invoice: the eight required parts
Eight elements clients, accountants and tax offices expect to see. The
generator above builds every one of them for you.
1
The word "Invoice"
Say what the document is at a glance. The generator sets the title and header layout, so the page reads as a bill, not a quote or a receipt.
2
A unique invoice number
Sequential and never reused. INV-2026-001 style numbering keeps your records clean, and the suggested number is yours to overwrite.
3
Issue date and due date
When it was sent and when it is payable. The due date is what makes payment terms like Net 30 enforceable.
4
Your details and your client's
Business names, addresses and email, plus a tax ID, VAT number or EIN where your tax system expects one.
5
Line items
A clear description, quantity and rate per line. The live calculation handles per-line discount and tax as you type.
6
Subtotal, tax and total
The numbers your client checks first. Everything recalculates instantly, so the maths on the page is never stale.
7
How to pay
Payment terms, bank details and an optional QR payment link, so the client can act the moment they open the invoice.
8
Notes and signature
A short thank-you or late-fee note, and a signature that makes the document feel finished and final.
How to write an invoice, step by step
This is the tool above, sped up. The same six steps, the same progress line and the
same fields, with the invoice on the right updating as each one is filled in.
Live preview
Your business
you@example.com
Trade
Bill to
Client company
Client name
Client email
Total$0.00
Payment terms
Bank details
Late fee
Step one fills the header of the invoice
Click any step above to replay that part. Every field is explained in the questions
further down this page.
What this free invoice generator does
The features that decide whether an invoice maker actually saves you time:
all of them built in, all of them free.
Live previewThe invoice updates with every keystroke, so what you see on screen is exactly what exports.
Six professional templatesSwitch the design at any point; your data stays put while the look changes.
Per-line tax and discountQuantity, rate, discount % and tax % on every row, totalled live, no formulas to check.
Digital signatureType it or draw it in the Branding step; it lands on the PDF like ink.
QR payment linkPaste a payment URL and clients scan straight from the printed page: fewer steps, faster payment.
One-click exportA print-perfect PDF generated in your browser, plus PNG, JSON and CSV when you need data, not paper.
Any currencyPick a currency and every amount, subtotal and total follows it, ready for clients anywhere.
Private by designNo account and no upload: every field and calculation stays on your device, always.
Prefer to start with a
ready-made invoice template?
Rather work from a finished design than a blank form? The Invoice Template
Studio has 102 free invoice templates you can edit straight in the browser, then export as the
same print-perfect PDF.
- 102 professional designs, from plain and compliance-ready to bold and creative
- Click any field and type: your logo, accent colour and fonts carry across every design
- Free, no signup and no watermark, with nothing you type ever stored
Browse free templates
Invoice generator, invoice template or accounting software: which to use?
Three ways to produce an invoice, each right for a different moment.
This generatorThe fastest route from blank page to sent
invoice: fill in the fields, watch the live preview, export a PDF. Free, no account, and
nothing you type leaves your browser. Right when you need to bill someone today.
An editable templateWord processors and spreadsheets can
produce a basic invoice, but you check the math yourself and the layout drifts every time
you edit. Browser-editable designs in the Template Studio keep the math live and the layout
locked. Right when the look matters.
Accounting softwareFull accounting suites earn their keep
once you need bookkeeping, expense tracking and reports across many clients, but they
bring accounts, subscriptions and setup that plain invoicing does not need. Start free here;
graduate when the paperwork does.
From quote to invoice to receipt: one billing workflow
An invoice is the middle of the job, not the whole of it. These free tools
cover the steps on either side: all client-side, and none of them store your data.
More invoicing questions, answered
How should I number my invoices?
Use a unique, sequential number for every invoice and never reuse one. A simple pattern like INV-2026-001, a year prefix plus a running count, keeps your records tidy and makes any invoice easy to find later. The generator suggests a number automatically, and you can overwrite it with your own scheme.
Can I make an invoice on my phone?
Yes. The generator runs in your phone's browser with no app to install. Fill in the details, tap Preview to check the document, then print or save it as a PDF from the same screen. iPhone, Android and iPad all work, and nothing you type leaves the device.
What payment terms should I put on an invoice?
Net 30, payment within 30 days, is the common default, but freelancers and small studios often use Net 14, Net 7 or due-on-receipt for smaller jobs. State the terms and the due date on every invoice, and mention any late-fee policy up front; clear terms consistently move payment dates earlier.
Can I add my logo and a signature?
Yes. Upload your logo in the first step (PNG, SVG or JPG) and add a signature in the Branding step. Both appear on the live preview instantly and come through in the exported PDF.
What is the difference between an invoice, a quote and a receipt?
A quote proposes a price before the work, an invoice requests payment for work delivered, and a receipt proves the payment happened. InvoiceTools has a free tool for each step: the Quote Generator, this invoice generator, and the Receipt Maker.
Which currency can I invoice in?
Any currency: choose it in the invoice details and the symbol and totals follow. Billing clients abroad? Check the tax side with the free VAT Calculator, which covers rates for 31 countries.
How many invoices can I create?
As many as you need. There is no cap, no watermark and no paid tier. Every invoice you create here is free.
How do I make an invoice for free?
Use a free browser-based invoice generator like this one: enter your business details, add line items, and export a print-perfect PDF. There is no signup, no watermark and no trial clock. The whole flow takes a few minutes. Coming from a paid app? The honest Invoice Simple and Wave comparisons lay out the trade.
How do I invoice as a freelancer without a registered company?
Invoice under your own legal name: put your name where a business name would go, add your address and contact details, and include your personal tax ID where your country expects one. The invoice is just as valid.
Is it legal to create your own invoice?
Yes. An invoice is a document you issue, not a government form. It is legal as long as it contains what your tax system requires: who billed whom, what for, when, for how much, and the applicable tax.
How do I send an invoice by email?
Export the PDF and attach it to a short, direct email. Put the invoice number, amount and due date in the subject line, for example 'Invoice INV-2026-001 · $1,250 · due Sep 15', so the client can find it in their inbox months later.
What should I look for in a free invoice generator?
Four things: genuinely free output with no watermark or trial, live totals so you never check the math by hand, tax and discount handled per line, and, most overlooked, privacy: prefer a tool where nothing you type leaves your browser.
Can I use this invoice generator for international clients?
Yes: set the currency, add your client's details and tax ID, and include VAT or GST where it applies. The free VAT Calculator covers current rates for 31 countries if you need to check one.
Invoice questions, answered
The fourteen invoicing questions we are asked most, each answered in two sentences.
What is an invoice?
An invoice is a document a seller sends to a buyer to request payment for goods or services already delivered. It records who is billing whom, what was supplied, how much is owed, and by when. It is a commercial and accounting record, not a receipt.
What is an invoice number?
An invoice number is the unique reference that identifies one invoice. Numbers should run in sequence and never repeat, because tax authorities, accountants and your own records rely on them to trace a specific bill.
What is the difference between an invoice and a bill?
They describe the same document from two sides. The business issuing it calls it an invoice, and the customer receiving it calls it a bill. The wording changes with the point of view, not the content.
What is the difference between an invoice and a receipt?
An invoice asks for payment before money has changed hands. A receipt confirms payment after it has been made. Many jobs need both: the invoice to bill the client, then a receipt as proof once they pay.
What does Net 30 mean on an invoice?
Net 30 means the full amount is due 30 days after the invoice date. Net 14 and Net 7 work the same way with shorter windows, and due on receipt means payment is expected immediately.
What is a proforma invoice?
A proforma invoice is a preliminary quote-style document sent before the work or shipment, showing what the final invoice will contain. It is not a demand for payment and is not entered into your accounts as revenue.
What is a tax invoice?
A tax invoice is an invoice that shows tax charged on the sale, such as VAT, GST or sales tax, along with the rate applied and the seller's tax registration number. Registered businesses need one to reclaim tax.
What is a commercial invoice?
A commercial invoice is used for international shipments. It declares the goods, their value and origin to customs, and decides the duties and taxes charged when the shipment crosses a border.
What is a credit note?
A credit note cancels all or part of an invoice you already issued, for example after a return, an overcharge or a cancelled service. It gives you a clean audit trail instead of deleting the original invoice.
When should you send an invoice?
Send it as soon as the work is delivered or the milestone is reached. Same-day invoicing is the single most effective way to get paid sooner, because the value of the work is still fresh for the client.
How do you write an invoice?
Add your business details and your client's, a unique invoice number, the issue and due dates, itemised lines with quantity and rate, the subtotal, tax and total, and clear payment instructions. The generator on this page assembles all of it for you.
Do you have to charge tax on an invoice?
It depends on where you are, what you sell and whether you are registered for sales tax, VAT or GST. If you are registered, show the rate and amount as a separate line. If you are not, no tax line is needed.
How long should you keep invoices?
Most tax authorities expect business records to be kept for several years, commonly between five and seven. Because rules vary by country, keep a complete archive of both issued and received invoices and check your local requirement.
Is a handwritten or emailed invoice legally valid?
Yes. An invoice is valid on its contents, not its format, so a PDF, a printed page or a handwritten note all count as long as the required details are present and accurate.
How do I write an invoice?
Put your business name and contact details at the top, the client's below them, then a unique invoice number and the issue date. List the work as separate lines with quantity and rate, total it, add tax if you charge it, and finish with the due date and how to pay. The generator above lays all of that out for you and exports it as a PDF. See the payment terms guide for the wording on net 30, deposits and late fees.
How do I make a PDF invoice?
Fill in the form and export. The PDF is built in your browser, so nothing is uploaded and the file downloads straight to your device, ready to attach to an email.
What should an invoice number look like?
Anything sequential and unique, with no gaps. INV-2026-0001 works well because it sorts correctly and shows the year at a glance. What matters to an accountant or an auditor is that the sequence runs unbroken.
What are remittance details on an invoice?
The information a client needs to actually pay you: bank name, account and sort or routing number, or a payment link. Leaving them off is one of the most common reasons an invoice sits unpaid longer than it should.
Do I need to put payment terms on an invoice?
Yes, and state them as a date rather than a phrase. \u201cNet 30\u201d means nothing to a client who has not met the term before; \u201cdue 17 September 2026\u201d is unambiguous. Add the late fee you will charge, because a fee that is not stated in advance is hard to apply later.
