Free invoice generator
with PDF download

How to make an invoice in four steps

1. Add your business. Your name, contact details and logo. They are remembered in this browser for next time.
2. Add the client. Who pays, and the address or email they want on the invoice.
3. List the work. One line per product or service, with the quantity and unit price. Add tax, a discount or shipping if you need them.
4. Download or print. Check the preview, press Download PDF and email the file to your client.

What to put on an invoice

• Your business name, address and contact details, plus your tax or VAT number if you are registered.
• The client’s name and address.
• A unique invoice number. Number them in order so none go missing; the generator adds one to the number each time you start a new invoice.
• The invoice date and when payment is due.
• Each item or service with its quantity, unit price and amount.
• The subtotal, any discount, the tax for each rate and the total.
• How to pay you: bank details, a payment link or the cheque address.

Tax rules differ by country and state, so check what your tax office asks for. In some countries, such as Australia, a GST invoice must say “Tax invoice”, which is why the title can be changed.

How the totals are worked out

The maths is done in whole cents, so the numbers on the invoice always add up exactly.

1. Each line is the quantity times the unit price, rounded to the nearest cent.
2. The subtotal is the sum of the lines.
3. A discount is a percentage of the subtotal.
4. Tax is charged on what is left after the discount, once for each tax rate, and rounded to the cent.
5. Shipping is added after tax, and any amount already paid comes off the total to give the balance due.

When a PDF is not enough

A PDF invoice works, but you still email it, wait, chase it and tick it off when the money arrives. Fynl does that part for you:

• Every invoice has a payment link. Clients pay by card, Apple Pay or Google Pay through your own Stripe account, and where your Stripe account offers them, Affirm or Klarna let clients split the cost into monthly payments.
• Reminders go out on their own a set number of days before and after the due date, and stop when the invoice is paid.
• Repeat invoices go out on a schedule, and a receipt can be emailed when a payment is recorded.
• Quotes, contracts, your contacts and your Gmail inbox sit in the same place, starting at $49 a month.

For a step-by-step look at taking card payments, read how to set up a Stripe payment link that tells you who paid, or browse every guide to getting paid.