How to use the Invoice Generator
- Enter your business details and optionally upload your logo. They are remembered for your next invoice.
- Fill in the client, invoice number and dates, then add a line for each product or service with its quantity, rate and tax rate.
- Add a discount, shipping or an amount already paid. Totals and the live preview update as you type.
- Click Download PDF and choose Save as PDF as the printer. Use Export JSON to keep an editable copy.
Features
- Live, print-ready preview with your logo and accent color
- Line items with quantity, rate and per-line tax rates
- Percentage or fixed discounts, shipping and partial payments
- 30 currencies with correct symbols and decimal places
- Automatic draft saving plus JSON export and import
- Nothing uploaded: invoices are built in your browser
What a professional invoice should include
An invoice is a request for payment and, in most countries, a record your client’s accountant and tax authority may rely on. Clear, complete invoices also get paid faster, because nobody has to email you back with questions. Make sure yours has:
- Your details: business or trading name, address and contact information, plus a tax or company registration number if you have one.
- The client’s details: the legal name and billing address of the person or company paying.
- A unique invoice number: a sequence such as INV-0001, INV-0002 that never repeats. This tool increments the number when you start a new invoice.
- Dates: the issue date and the payment due date.
- Itemized charges: what you supplied, how many, the unit price and the line total.
- Tax, discounts and the total due, in a clearly stated currency.
- How to pay: bank details, a payment link or accepted methods, and any late-payment terms.
How the totals are calculated
Each line amount is quantity × rate. The subtotal is the sum of all lines. A discount is subtracted next, either as a percentage of the subtotal or as a fixed amount. Tax is then charged on the discounted value of each line at that line’s own rate, which lets you mix taxable and zero-rated items on one invoice. Shipping is added after tax, and any amount already paid is subtracted to give the balance due.
Worked example: 10 hours of design at $60 ($600) plus a $200 hosting fee gives a $800 subtotal. A 10% discount takes off $80, leaving $720. If only the design work carries 8% tax, the tax is 8% of the discounted $540, which is $43.20. With $15 shipping, the total is $720 + $43.20 + $15 = $778.20. If the client paid a $200 deposit, the balance due is $578.20.
Amounts are rounded to the currency’s smallest unit at each line, so the figures on the page always add up. Tax rules differ by country, region and product; if shipping is taxable where you are, add it as a line item with a tax rate instead of using the shipping field.
Common payment terms
| Term | Meaning |
|---|---|
| Due on receipt | Payment expected as soon as the invoice arrives |
| Net 7 / Net 15 / Net 30 | Full payment due 7, 15 or 30 days after the invoice date |
| 2/10 Net 30 | 2% discount if paid within 10 days, otherwise full amount in 30 |
| 50% upfront | A deposit before work starts, the rest on completion |
Saving as PDF and keeping records
The Download PDF button opens your browser’s print dialog with only the invoice on the page. Choose “Save as PDF” (or “Microsoft Print to PDF” on Windows) as the destination. Drafts are saved automatically in this browser, and Export JSON gives you a small file you can import later to make a similar invoice or fix a typo. Keep a copy of every invoice you send; many tax authorities require businesses to keep records for several years.
This tool helps you format invoices; it is not tax or legal advice. Check local invoicing requirements, such as mandatory wording for VAT or GST invoices, with an accountant. Need a barcode or QR payment link on the invoice? Try the QR Code Generator.
Frequently asked questions
How do I save the invoice as a PDF?
Click Download PDF. Your browser’s print dialog opens with only the invoice. Pick “Save as PDF” as the printer and click Save. On phones, use the share or print option and choose PDF.
Is my invoice data uploaded anywhere?
No. The invoice is built in your browser. Drafts are stored only in this browser’s local storage, and the PDF is created by your own browser’s print function.
Can I add different tax rates to different items?
Yes. Each line has its own tax percentage, so you can mix standard-rated, reduced-rate and tax-free items. Leave the tax field at 0 for items with no tax.
How do I make my next invoice faster?
Your business details, logo, currency, notes and terms are remembered. Click New invoice to clear the client and items and move to the next invoice number.
Can I edit an invoice later?
Use Export JSON to save an editable copy, then Import JSON on any device to load it back into the generator, change it and download a new PDF.