Invoice Generator: Create Professional Invoices and Save as PDF

What Should an Invoice Include?

A well-formed invoice protects both parties and speeds up payment. At minimum, every invoice should contain:

• Invoice number — unique identifier for record-keeping and reference
• Issue date and due date — when the invoice was raised and when payment is expected
• Sender details — your business name, address, and contact information
• Client details — the name and address of the person or company being billed
• Line items — description, quantity, and unit price for each service or product
• Subtotal, tax, and total — clearly broken out so there is no ambiguity
• Payment instructions — bank details, payment link, or accepted methods

If you are GST or VAT registered, your jurisdiction may also require your tax registration number on the invoice face. Add it to the sender details or notes section.

How to Create an Invoice with the Free Generator

1. Open the Invoice Generator.
2. Set the invoice number, currency, issue date, and due date at the top.
3. Fill in your From details — business name, email, address, and phone.
4. Fill in the Bill To section with your client's name, email, and address.
5. Add line items — click “Add Line Item” for each service or product, entering description, quantity, and unit price. Totals calculate automatically.
6. Enter a tax rate if applicable. The tool calculates the tax amount and grand total.
7. Add payment notes — bank details, PayPal address, or terms — in the Notes field.
8. Click Print / Save as PDF and choose “Save as PDF” in the print dialog.

Invoice Fields at a Glance

Saving Your Invoice as a PDF

The invoice is formatted to fit cleanly on a single A4 or US Letter page. When you click Print / Save as PDF, your browser opens the native print dialog. To save as a PDF:

• Chrome / Edge: in the Destination dropdown, select “Save as PDF”
• Firefox: click the PDF icon or select “Print to PDF” as the printer
• Safari: click the PDF button in the lower-left of the print dialog

The resulting PDF has no watermarks, no branding, and no payment required. It is a clean document you can email directly to your client.

Invoicing Best Practices

Send invoices promptly

Invoices sent within 24 hours of completing work are paid faster on average than those sent days later. Delayed invoicing also signals to clients that payment is not urgent. Make it a habit to generate and send the invoice the same day work is delivered.

Be specific in line item descriptions

Vague descriptions like “consulting services” are more likely to trigger approval delays or disputes than specific ones like “Website copywriting — 5 pages, April 2026”. Specificity reduces back-and-forth and demonstrates professionalism.

State late-payment terms upfront

Include a late-payment clause in the Notes field, such as “Invoices unpaid after 30 days accrue 1.5% interest per month.” Even if you never enforce it, the clause creates a psychological nudge to pay on time.

Keep a copy of every invoice

Since the tool does not store your data, save the PDF immediately after generating it. Organise files by client and year — e.g. ClientName/2026/INV-042.pdf — so you can retrieve any invoice instantly at tax time.

Common Questions

Can I add my logo to the invoice?

The current version of the tool does not support image upload, so logo embedding is not available. For logo-branded invoices, open the generated PDF in a PDF editor and add your logo as an image overlay before sending.

How do I calculate the tax correctly?

The tool applies the tax rate as a percentage of the subtotal (total of all line items before tax). This matches the standard calculation for GST, VAT, and sales tax. If you need to verify individual amounts, use the GST / VAT Calculator alongside this tool.

Is this legal for business invoicing?

The invoice includes all standard fields used in business invoicing. However, some jurisdictions have additional mandatory requirements for registered businesses — such as a VAT registration number, specific wording, or minimum font sizes. Check your local tax authority requirements and add any missing fields to the Notes section.