Invoice Generator
Fill the invoice fields, add line items, and download a clean PDF. Simple mode keeps the form short; Advanced mode adds tax, PO number, service date, and notes.
The layout is designed to stay readable on mobile and desktop, with the preview always kept separate from the form so totals, taxes, and line items remain easy to scan.
An invoice is the document that turns finished work into money owed. It records who is billing whom, what was delivered, how much is due, and by when. A clear, professional invoice gets paid faster because the client never has to email back asking what a line means, which tax was applied, or where to send payment. This generator builds that document in your browser, formats the totals and taxes automatically, and exports a clean PDF you can send the same minute you finish it.
What every professional invoice needs
A complete invoice has eight core parts: your business name and contact details, the client's name and address, a unique invoice number, an issue date, a payment due date, an itemized list of goods or services, the subtotal with any tax shown separately, and the final total due. Missing any one of these is the most common reason an invoice gets questioned or delayed.
Line items should be specific. 'Consulting — 12 hours at $95' tells the client exactly what they are paying for; 'Services rendered — $1,140' invites a follow-up question and a slower payment. Show quantity, unit price, and line total for each row so the math is transparent.
How to get invoices paid on time
State the payment terms in plain language — 'Payment due within 14 days' or 'Net 30' — and repeat the due date near the total where it is impossible to miss. Include how you want to be paid: bank transfer details, a payment link, or the accepted methods.
Sequential invoice numbers matter for your own records and for anyone reviewing your books. Never reuse a number, and never skip the paper trail: if you cancel an invoice, issue a credit note rather than deleting it.
How to use it
- 1Enter your business details and the client's details at the top of the form.
- 2Add a line item for each product or service, with quantity and unit price.
- 3Set the tax rate if the sale is taxable; the subtotal, tax, and total update automatically.
- 4Add the invoice number, issue date, and payment due date.
- 5Write short payment instructions or notes if you need them.
- 6Download the PDF and send it to your client by email or a payment link.
What to include for the US, Canada, the UK, and Australia
- United States: no federal invoice format is required, but include your business name, address, and EIN or SSN if you report the income; show any state or local sales tax as a separate line.
- Canada: if you are registered for GST/HST, show your nine-digit business number and the tax charged; Quebec sellers registered for QST show the QST number and amount separately.
- United Kingdom: VAT-registered businesses must issue a VAT invoice showing the VAT number, the rate applied, and the VAT amount; a simplified invoice is allowed for smaller retail sales.
- Australia: a tax invoice for sales over A$82.50 including GST must show your ABN, the words 'Tax invoice', and the GST amount or a statement that GST is included.
This is general information, not legal or tax advice. Tax registration numbers, mandatory wording, and retention periods differ by country and by state or province — confirm the rules that apply to you before sending a document to a client.
Worked example
A freelance designer bills a client for a logo project: 'Logo design — 1 at $800' and 'Brand guidelines PDF — 1 at $350'. The subtotal is $1,150. The designer is not registered to collect sales tax, so no tax line is added and the total due is $1,150.
The invoice is numbered 2026-014, issued on the day the work was delivered, with 'Payment due within 14 days' and bank transfer details below the total. Because the line items are specific and the due date is stated twice, the client approves it without a single follow-up email.
FAQ
Do I need to charge sales tax or VAT on my invoice?
Only if you are registered to collect it and the sale is taxable in your jurisdiction. If you are registered, show the tax as a separate line with the rate. If you are not registered, leave the tax field at zero and do not add a tax line.
What invoice number should I start with?
Any sequence works as long as it is consistent and never repeats. Many freelancers use a year-based format like 2026-001. The invoice tracker on this site can auto-generate sequential numbers for you.
Is my invoice data uploaded anywhere?
No. The generator runs entirely in your browser and builds the PDF locally. Nothing you type is sent to a server, so client details stay on your device.
How fast should I expect to be paid?
That depends on your terms. Net 14 and Net 30 are the most common for small businesses. Stating the due date clearly and sending the invoice the day the work is done are the two biggest levers on how fast you get paid.
Can I edit an invoice after sending it?
You can regenerate a corrected PDF, but if the client has already recorded the original, issue a credit note for the difference instead of quietly changing the numbers. That keeps both sets of books matching.
What is the difference between an invoice and a receipt?
An invoice requests payment for work delivered; a receipt confirms that payment was received. You typically send an invoice first, then a receipt once the client has paid.
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