How to make an invoice
- Add your business name, address and contact details, and your logo if you have one.
- Give the invoice a number and set the date and due date.
- Add the customer’s name and address.
- List each item or service with a quantity and price. Add a discount and your sales tax rate if they apply.
- Add payment terms in the notes, like “Payment due within 14 days by bank transfer”.
- Download the PDF and send it to your customer.
What to include on an invoice
- Your business details: name, address, email or phone.
- The customer’s details: who you’re billing.
- An invoice number: unique and in sequence (INV-0001, INV-0002…), so every invoice can be traced.
- Dates: when it was issued and when payment is due.
- Line items: what was sold, how many and at what price.
- Discount and tax, shown separately.
- The total due, and how to pay it.
Invoice vs receipt vs estimate
| Document | When | What it says |
|---|---|---|
| Estimate or quote | Before the sale | What it will cost |
| Invoice | After delivery, before payment | What the customer owes, and when |
| Receipt | After payment | What was paid, and how |
Need the other two? Use the free estimate generator and receipt generator. Your business details carry over.
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before the goods are delivered or the work is done, often so the customer can arrange payment or approval. It isn’t a demand for payment. Choose “Proforma invoice” as the title, then send a regular invoice once the order is fulfilled.
Numbering invoices
Use one continuous sequence and never reuse a number. A simple prefix plus a number works (INV-0001), or add the year (2026-001). Keep a copy of every invoice you send; they’re part of your records for taxes and your profit and loss statement.
Frequently asked questions
Is the invoice generator free?
Yes, with no sign-up and no watermark. The PDF is created in your browser; your details aren’t sent to us.
What should an invoice include?
Your business name and contact details, the customer’s details, an invoice number, the issue and due dates, each item with quantity and price, tax, the total, and how to pay.
What is a proforma invoice?
A preliminary invoice sent before the work or delivery, so the customer knows what they’ll be billed. Choose “Proforma invoice” as the document title.
Is my invoice saved?
Your last draft is kept in this browser only, so you can come back to it. Clear it anytime with “Start over”.