Invoice Generator

How to Create Your Invoice

The process takes about 60 seconds once you know what you're billing for. Here's how it works:

Step 1: Enter Your Business Information

Start with your business name, address, email, and phone number. This appears in the header of your invoice. If you're a freelancer working under your own name, just use your name as the business name.

Example: "Sarah Chen Design" or "Chen Creative Services LLC"

Step 2: Add Your Client's Details

Enter who you're billing. Include their company name (or individual name), address, and email. This goes in the "Bill To" section of your invoice.

Example: If you designed a website for a local bakery, you'd put "Sweet Treats Bakery" along with their business address.

Step 3: Set Invoice Number and Dates

Pick an invoice number that works for your system. Most people use formats like:

• INV-001, INV-002 - Simple sequential numbering
• 2024-001 - Year plus sequence number
• SC-2024-001 - Your initials plus year and number

The invoice date defaults to today. The due date defaults to 30 days out, which is standard for most industries. Adjust the due date based on your payment terms.

Step 4: Add Line Items

This is where you list what you're charging for. Each line needs a description, quantity, and rate.

Real examples:

• "Website design and development" - Qty: 1 - Rate: $3,000
• "Logo design package" - Qty: 1 - Rate: $500
• "Consulting hours (March 2024)" - Qty: 8 - Rate: $150
• "Monthly retainer - Social media management" - Qty: 1 - Rate: $1,200

Click "Add Another Item" for each service or product you're billing. The amounts calculate automatically.

Step 5: Tax and Currency

If you need to charge sales tax or VAT, enter the percentage. The tax calculates automatically on the subtotal. Leave it at 0 if tax doesn't apply to your situation.

Choose your currency from the dropdown. The symbol appears throughout your invoice.

Step 6: Add Payment Notes

Use the notes section for payment instructions or terms. Common things to include:

• Payment methods you accept (bank transfer, PayPal, check)
• Bank account details for wire transfers
• Late payment fees if applicable
• A thank you message

Example: "Please pay via bank transfer to Account #1234567890, Routing #987654321. Payment due within 30 days. Thank you for your business!"

Step 7: Download Your PDF

Click the download button. Your invoice generates instantly as a PDF file that you can email to your client, upload to a payment portal, or print for your records.

What Makes a Good Invoice

Beyond filling in the fields, here are some tips from people who invoice regularly:

Be Specific in Descriptions

Instead of "Design work" write "Homepage design and 5 interior page templates for company website." Clients pay faster when they clearly understand what they're paying for.

Use Consistent Invoice Numbers

Pick a numbering system and stick with it. This makes it easier to reference invoices later and looks more professional than random numbers.

Set Clear Due Dates

"Due upon receipt" sounds nice but often gets ignored. A specific date like "Due by January 15, 2024" creates accountability.

Keep Records

Save every invoice you create. You'll need them for taxes, and sometimes clients lose theirs and ask for copies.

Common Invoice Situations

Billing for Hourly Work

If you track hours, list them as line items. Example: "Consulting - Week of March 4" with quantity as hours worked (say, 12) and rate as your hourly rate ($100). The invoice shows "12 x $100 = $1,200."

Project-Based Billing

For fixed-price projects, use quantity of 1 and put the total project price as the rate. You can break it into milestones: "Website design - Phase 1 (50% deposit)" as one line, then a second invoice later for "Website design - Phase 2 (Final 50%)."

Retainer Clients

For monthly retainers, create a new invoice each month with the same line item: "Monthly retainer - [Month Year]" at your retainer rate. Change the invoice number and dates each month.

Products Plus Services

Selling both products and services? List them separately. "Product: Custom printed t-shirts (50 units)" as one line, "Service: Design and setup fee" as another. This keeps things clear for both you and the client.

About Privacy

Everything happens in your browser. Your business information, client details, and invoice data never leave your computer. When you click download, the PDF generates locally on your device. We don't store, see, or have access to any of your invoice information.