How to Make an Invoice
Making an invoice means building one document that asks a client to pay. Open a template, fill in your business and the client, add an invoice number with issue and due dates, type each line item and its price, apply tax if needed, add your payment details, then export it as a PDF and email it to the client.
Skip ahead — generate your invoice nowMaking an invoice is mostly about filling in a few blocks in the right order and then getting the file to the client. The steps below walk through building the document from the header down and finish with exporting it as a PDF and sending it, so you end up with something you can actually email, not just a draft on screen.
Step 1 — Fill in your business details and logo
Open the template and put your details in first: your business or personal name, address, email and phone, plus your logo if you have one. This header is the "from" on the invoice. Setting it once in the tool means it carries over to every invoice you make next, so you build it once and reuse it rather than retyping it each time.
Step 2 — Enter the client you are billing
Next, fill in the client block: the name of the person or company paying, their billing address and a contact email. Make this the bill-to party rather than whoever you spoke to, since the accounts side is who pays. Getting the name and address right the first time is what keeps the invoice moving instead of bouncing back for a correction.
Step 3 — Set the invoice number and dates
Give the invoice a number that has not been used before — most tools auto-increment it, so INV-0007 follows INV-0006 on its own. Set the issue date to today and pick a due date that matches your terms. Net 14 means payment is due 14 days out; Net 30 gives the client a month. The clearer the due date, the fewer "when is this due" emails you field later.
Step 4 — Add each line item
Add a row for every service or product: a plain-English description, the quantity (hours, units or a flat 1), and the price each. The tool multiplies quantity by price and totals the rows for you, so you are not adding figures by hand. For "6 hours of consulting at $90", enter quantity 6 and unit price 90 and let it calculate the $540 line.
Step 5 — Apply tax, a discount or shipping
If your work is taxable, switch on tax and enter the rate so it shows as its own line — and add your VAT or sales-tax ID if you are registered, since that is the number tax authorities expect on the document. You can tax the whole subtotal at one rate, tax individual lines differently, or use tax-inclusive prices. Knock off a discount or add a shipping charge here too, before the total recalculates.
Step 6 — Add how the client pays you
Tell the client exactly how to settle up. Type your bank details — account name, account number and sort code or IBAN/SWIFT — or drop in a payment link if you accept cards or online payments. List more than one option if you offer it. Making payment a one-step action for the client is the single biggest thing you can do to get paid sooner.
Step 7 — Review, export the PDF and send it
Use the live preview to read the invoice the way the client will see it, and double-check the total and the bill-to name. When it looks right, export it as a PDF and email it as an attachment — PDF keeps the layout fixed and stops anyone editing the figures. Save your own copy. This generator does all of this free: no signup, no watermark, and nothing leaves your browser.
What to include on an invoice
Keep this table next to you as you build the document — it lists every block an invoice should have and whether it is essential. Treat the required column as general guidance, since tax fields only apply once you are registered.
| Field | What it is | Required? |
|---|---|---|
| Your business details | Name, address and contact info of the sender | Yes |
| Client details | Who is being billed and their billing address | Yes |
| Invoice number | A unique reference for this one invoice | Yes |
| Issue and due dates | When it was sent and when payment is due | Yes |
| Line items | Description, quantity and unit price per row | Yes |
| Tax / VAT | Tax rate and amount, plus your tax ID if registered | If registered |
| Total amount due | Subtotal, tax and the final amount to pay | Yes |
| Payment details | Bank details or a payment link and accepted methods | Yes |
| Notes / terms | Payment terms, late fees or a short message | Optional |
Frequently asked questions
How do I make an invoice for free?
Open a free invoice template or generator, fill in your business details, the client, an invoice number, the dates, your line items and how to pay, then download it as a PDF. You do not need accounting software or a paid subscription to send a professional invoice. This tool does the whole job in your browser — free, with no signup and no watermark on the finished PDF — so the only thing you supply is the information that goes on the invoice.
How do I send an invoice to a client?
Export the finished invoice as a PDF and email it to the client as an attachment, with a short message and the invoice number in the subject line. PDF is the standard because it locks the layout and the numbers so nothing shifts or gets edited on the way. If the client uses a portal or a purchase-order system, upload it there and quote any PO number they gave you. Keep a copy of every invoice you send for your own records.
What format should an invoice be in?
Send invoices as a PDF. A PDF looks the same on every device, prints cleanly and cannot be accidentally altered the way a word-processor or spreadsheet file can. Word and Excel files are fine for building or editing the invoice, but export the final version to PDF before you send it. That is what accounts teams expect to receive and file, and it is what this tool produces with one download.
How long should I give a client to pay?
A common window is 30 days (Net 30), but Net 14 or Net 7 are normal for smaller jobs or new clients, and some freelancers ask for payment on receipt. Pick a term, write the matching due date on the invoice, and agree it with the client up front so it is no surprise. Shorter terms help your cash flow; longer terms can suit bigger clients. The key is that the due date is stated clearly on the invoice itself.
Do I need to add tax when I make an invoice?
Only if you are required to. Whether you charge tax depends on your location, what you sell and whether you are registered — US sales tax varies by state, while VAT or GST applies once you are registered in the UK, EU and many other countries. Plenty of small or unregistered sellers add no tax at all. Check the rules where you operate, and if it is unclear, ask an accountant before you invoice.