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How to make an invoice online
An invoice generator turns what you type into a finished PDF you can email to a client. Here is the quick route, and every step updates the preview as you go.
- Fill in your business name, address and contact details. Add a logo if you have one (it is shrunk to fit and kept only in your browser).
- Type the client's name and address under Bill to.
- Set the invoice number, issue date and payment terms. The due date follows the terms, or pick Custom and set it yourself.
- Add one row per line item with a description, quantity and unit price. Rows can be reordered, duplicated and removed.
- Enter a discount, tax rate, shipping and any deposit already paid. Add bank details and notes at the bottom.
- Check the preview, then press Download PDF.
What should an invoice include?
Requirements differ by country and depend on your sales tax or VAT registration, so confirm the details with your tax office or accountant. These are the fields clients and bookkeepers expect to see almost everywhere.
| Field | Why it matters |
|---|---|
| Your name and address | Shows who is being paid and where to send queries |
| Client name and address | Lets their accounts team match the bill to a purchase |
| Invoice number | Unique and in sequence, so nothing gets paid twice or lost |
| Issue date and due date | Starts the clock for payment |
| Itemised lines | Quantity, unit price and line total for each product or service |
| Tax line | Required if you charge sales tax or VAT; some countries also want your tax ID |
| Payment details | Bank account, payment link or whatever you accept |
How is the invoice total calculated?
The order matters. The discount comes off the subtotal first, and tax is worked out on what remains.
Subtotal = sum of line totals
Discount = subtotal × discount % (or a fixed amount)
Tax = (subtotal − discount) × tax rate
Total = subtotal − discount + tax + shipping
Balance due = total − amount already paid
Example: 1 brand design at 1,200, 6 web pages at 250 and 3 maintenance months at 80 give a subtotal of 2,940. A 5% discount removes 147, leaving 2,793. Tax at 8% adds 223.44, so the total is 3,016.44. If the client paid a 1,000 deposit, the balance due is 2,016.44. That is the sample loaded in the tool, so you can check it yourself.
Prices with tax included or tax added on top?
Retail prices in many countries already include tax, while business quotes usually add it. Tick the box that says prices include tax when your unit prices are the final amounts, and the tool works backwards to find the tax inside them. The formula is total × rate ÷ (100 + rate), not total × rate.
| 1,000 at 10% | Net | Tax | Total |
|---|---|---|---|
| Tax added on top | 1,000.00 | 100.00 | 1,100.00 |
| Tax already included | 909.09 | 90.91 | 1,000.00 |
A common mistake is taking 10% off 1,000 to find the tax inside it. That gives 100, but the real figure is 90.91.
Which payment terms should I use?
Net 30 is the usual default for business clients, and it means payment is due 30 days after the issue date. For small freelance jobs, Net 7 or Net 14 gets you paid faster, and there is nothing wrong with asking for a deposit up front. Due dates for an invoice issued on 11 October:
| Terms | Due date |
|---|---|
| Due on receipt | 11 October |
| Net 7 | 18 October |
| Net 14 | 25 October |
| Net 30 | 10 November |
| Net 60 | 10 December |
How should I number invoices?
Pick a simple pattern and stick to it: INV-0001, INV-0002 and so on, or add the year such as 2026-014. Do not reuse a number, even for a cancelled invoice. After you send one, press Next invoice under Drafts. It bumps the number, sets today's date, recalculates the due date and clears the deposit, keeping everything else.
Is my invoice data stored anywhere?
No server sees it. The page runs in your browser, the PDF is built on your device and nothing is uploaded. Drafts live in your browser's local storage, which means they stay on that device and vanish if you clear site data. To move an invoice to another computer, use Export .json and Import. This tool produces a standard commercial invoice. If your country requires tax invoices to be issued through an official system, you still need to use that system for those.
Frequently asked questions
How do I make an invoice for free?
Type your business and client details, add each item with a quantity and price, and press Download PDF. There is no account or watermark. A 3-line invoice takes about two minutes.
What should an invoice include?
Your name and address, the client's name and address, a unique invoice number, the issue and due dates, itemised lines, the total with any tax, and how to pay. If you charge sales tax or VAT, add your tax ID where your country requires it.
How do I add tax and a discount to an invoice?
Enter the discount as a percentage or a fixed amount, then the tax rate. The discount comes off the subtotal first and tax is worked out on the rest. On 2,940 with 5% off and 8% tax, the total is 3,016.44.
What is the difference between prices including tax and tax added on top?
With tax added on top, 1,000 at 10% becomes 1,100. With tax included, 1,000 is the final price and the tax inside it is 90.91, not 100. Tick Prices already include tax to get the second calculation.
Do I need to sign up, and is my invoice stored anywhere?
No sign-up is needed. The PDF is built in your browser and nothing is uploaded. Drafts you save stay in this browser's local storage and disappear if you clear site data, so export a .json copy for anything important.
How should I number my invoices?
Use a simple running sequence such as INV-0001, INV-0002, optionally with the year (2026-014). Never reuse a number. The Next invoice button adds one to the trailing number and resets the date and deposit.
Which payment terms should I put on an invoice?
Net 30 is the usual choice for business clients: payment due 30 days after the issue date. For small jobs use Net 7 or Net 14, or ask for a deposit. An invoice issued on 11 October with Net 14 is due on 25 October.
Can I use a different currency or add my logo?
Yes. Pick from 15 common currencies or type any 3-letter code, and upload a PNG, JPG, WebP or SVG logo. It is resized in your browser and appears at the top of the PDF.