How to create an invoice here
- Fill the header — your business name, the client, a unique invoice number and the issue and due dates. Net 30 from today is the default span; check the exact deadline with the due date calculator.
- List the line items — one row per product or service. Quantity × unit price updates the amount live; add as many rows as you need.
- Add tax if you must charge it — enter your rate as a percentage (VAT at 20%, sales tax at your combined local rate) and the totals update instantly.
- Print or save as PDF — the preview below is exactly what prints, with no branding and no watermark.
Charging for goods? Sense-check your pricing with the profit margin calculator or the markup calculator before you send.
After you send it: how to actually get paid
The invoice is the easy half. Late payment is the routine pain of small business — surveys of UK and US small firms consistently find a majority waiting on overdue invoices at any given time. Four habits that shorten the wait:
- Write the calendar date on the invoice. "Net 30" invites the client's own interpretation; "due November 3, 2026" does not. Compute it once with the due date calculator and print the date.
- Bill on time, every time. Invoices sent the same week the work finishes are paid measurably faster than ones sent weeks later — and they start the clock before the memory of the work fades.
- Offer an early-payment nudge. Terms like 2/10 net 30 (2% off if paid within 10 days) cost 2% but pull cash forward; at an annualised rate of roughly 37% it is still cheaper than most borrowing.
- Chase on day one of lateness. A short, polite reminder sent the day after the due date resolves most late invoices. The longer an invoice ages, the lower its collection odds fall.
Need to add days to a promised date, or find out which day the payment lands on? The add days to date and business days calculators both handle working-day rules.
Invoicing in different tax systems
The generator works anywhere because the required fields are near-universal, but the details differ:
- US sales tax — there is no federal rate; charge the combined state + county + city rate for the buyer's destination, and leave the tax line off exempt sales. Check the rate table on the sales tax calculator.
- UK/EU VAT — a VAT-registered business must show its VAT number, the rate per line and sequential invoice numbering. The rules live in HMRC's Notice 700 (UK) and the EU VAT Directive.
- Australia / New Zealand GST — invoices over a threshold (AUD $82.50 in Australia) must display the words "Tax invoice" and your ABN.
Whichever system you are in, keep the invoice PDF and the payment record together — tax authorities on both sides of the Atlantic ask for exactly that pairing.
The invoice checklist: what must be on the page
Missing one of these is the most common reason a payment stalls in a client's accounts-payable queue. Check them off before you send:
| Field | Why it matters | Typical failure |
|---|
| The word "Invoice" | Distinguishes it from a quote or statement | Labelled "Bill" and held pending clarification |
| Unique sequential number | Auditors read gaps as missing documents | Two invoices numbered the same |
| Your business name and address | Identifies the payee's legal entity | Trading name that doesn't match the bank account |
| Client's legal name + PO number | Routes it to the right cost centre | No PO — sent back unprocessed |
| Issue date and due date | Starts the clock for payment terms | "Net 30" with no calendar date |
| Line descriptions with quantity and unit price | Lets the client verify the charge | "Consulting — $4,000" with no hours |
| Subtotal, tax rate and tax amount | Required in most VAT/GST systems | Tax-inclusive total with no rate shown |
| Total due, in the invoice currency | Prevents FX disputes | Currency implied rather than stated |
| Payment details | The client has to know where to send money | Bank details only on your letterhead |
| Registration number (VAT/ABN/GST) | Legally required where registered | Omitted because the template predates registration |
Everything on this list is a field in the generator above — fill it once and the printed PDF carries all of it. Getting the due date right is the part people most often skip: work it out on the due date calculator and write the date itself onto the invoice.
FAQ
Is this invoice generator really free?
Yes — no signup, no watermark, no invoice limit, and your data never leaves your browser. The invoice is assembled and printed entirely on your device.
How do I save the invoice as a PDF?
Click Print, then pick Save as PDF as the destination in your browser's print dialog. That works on Windows, macOS, iOS and Android with no extra software.
What must a valid invoice include?
The word Invoice, a unique sequential number, issue and due dates, both parties' names, a description of each line with quantity and price, the subtotal, any tax with its rate, and the grand total. Add your VAT registration number if you are VAT-registered.
How should I number invoices?
Sequentially, without gaps: INV-001, INV-002, INV-003. Some businesses embed the year (2026-001). Never reuse or skip numbers — auditors and clients both read gaps as missing documents.
When is the invoice due?
Whatever you agree with the client — Net 7, Net 30 and due on receipt are common. The default here is 30 calendar days from issue; confirm the exact calendar date with the invoice due date calculator and write the date itself, not just "Net 30", to avoid ambiguity.
Is an invoice the same as a receipt?
No. An invoice requests payment before it arrives; a receipt confirms payment after. For tax purposes your client needs the invoice and your bookkeeping needs proof of settlement.
Do I need software to keep copies?
Save each PDF in a dated folder — that is sufficient for most small businesses. Keep records for at least the minimum your tax authority requires: commonly 5–6 years for income tax purposes.
What should I do when a client disputes an invoice?
Re-read what you actually sent: most disputes trace to a vague line description, a missing purchase-order number, or a due date written as "Net 30" instead of a date. Reissue a corrected invoice with the PO number quoted and the exact calendar date on it, and note in your records which version supersedes which.
Can I charge interest on late payments?
Often yes, if your terms say so. UK business-to-business invoices carry a statutory right to interest (base rate plus 8%) under the Late Payment of Commercial Debts Act 1998; in the US, late-fee rules are set state by state and must appear in your terms to be enforceable. Whatever you charge, print it on the invoice itself.
Sources and standards
Invoicing requirements on this page were last verified on September 19, 2026.