Free invoice generator

How to use the invoice generator

1. Fill in your business details and the client you are billing. Addresses can run over several lines.
2. Give the invoice a number and dates. The issue date starts as today. Choose payment terms, such as within 30 days, and the due date is set for you, or pick a due date yourself.
3. Add the items. Each line is a description, a quantity and a unit price. The amount is worked out for you. Use Add an item for more lines, and the x button to remove one. A negative unit price gives a discount line.
4. Add a tax line if you charge tax. Tick Add a tax line, type its name (for example VAT or Sales tax) and the rate you charge.
5. Press Print or save as PDF. Only the invoice is printed. To get a PDF, choose Save as PDF (or Microsoft Print to PDF) as the printer in the print window.

The preview updates as you type. Use Copy as text to paste a plain version into an email.

What an invoice usually contains

Most invoices, wherever they are sent, carry the same core details. This generator has a box for each:

• the word "Invoice" and a unique invoice number, usually in a series such as INV-001, INV-002
• your business name, address and contact details, and a tax number if you have one
• the client's name and address
• the issue date, and when payment is due
• a description of each item or service, with the quantity, unit price and amount
• the subtotal, any tax shown separately with its rate, and the total due
• notes, such as how to pay you

An invoice is a request for payment. It is not the same as a receipt, which confirms that you have been paid.

UK invoices and VAT invoices

GOV.UK's guide to invoicing lists what an invoice must include. Among other things: "a unique identification number", "your company name, address and contact information", "the company name and address of the customer you're invoicing", "a clear description of what you're charging for", "the date the goods or service were provided (supply date)", "the date of the invoice", "VAT amount if applicable" and "the total amount owed". Sole traders and limited companies have a few extra details to show, which the same page lists.

VAT invoices have more rules. GOV.UK says: "You must use VAT invoices if you and your customer are VAT registered." HMRC's VAT Notice 700/21 (section 4.1) lists the details to show, including:

• "a sequential number based on one or more series which uniquely identifies the document"
• "the time of the supply" and the date of issue, where different
• "the name, address and VAT registration number of the supplier"
• "a description sufficient to identify the goods or services supplied", with quantities and "the unit price"
• the rate of VAT, and "the total amount of VAT chargeable, expressed in sterling"

Section 4.4 of the same notice, on invoices issued by retailers, allows a less detailed invoice when the charge is "£250 or less (including VAT)". This generator shows the main details, but it does not check them: if you are VAT registered, add your VAT number in the tax number box, put the supply date in the notes if it differs from the issue date, and read Notice 700/21 for the full list.

US invoices and other countries

In the US, what an invoice needs to show depends on your state and your kind of business, for example whether you collect sales tax on what you sell, and at what rate. There is no single format that fits everyone, so this page does not list one. If you are not sure, ask your state's tax agency or an accountant. The same goes for other countries: the tax line here is a plain label and rate that you type, so it works for VAT, GST or sales tax.

As a rule, only add a tax line if you are registered to charge that tax. If you are not sure whether you should be charging it, ask your tax authority before you send the invoice.

How the totals are worked out

• Line amount = quantity × unit price, rounded to the cent. An empty quantity counts as 1.
• Subtotal = all the line amounts added together.
• Tax = subtotal × your rate ÷ 100, worked out once on the subtotal and rounded to the cent (halves round up).
• Total due = subtotal + tax.

The example invoice (press Try an example) works out like this:

With a 7.25% sales tax line the tax is 740 × 0.0725 = $53.65, so the total due is $793.65. With 20% VAT it would be £148.00 of VAT and £888.00 in total. Some accounting software works tax out line by line instead, which can make a total differ by a cent or two.

Payment terms

Payment terms tell the client when to pay. Pick one and the invoice says it in plain words, for example "Payment due within 30 days", with the due date next to it. Due on receipt means straight away. Agree terms with your client before you start the work, and put how to pay you (for example your bank details or a payment link) in the notes.

Your details stay on your device

The invoice is built in your browser, and printing or saving the PDF happens on your device. Nothing you type is uploaded, and there is no account.

Remember my business details on this device is off until you turn it on. When it is on, only your business name, address, email, phone and tax number are kept, in this browser's own storage, so they are filled in next time. Client details, items, amounts and notes are never saved. Press Forget saved details, or untick the box, to delete them. Anyone else who uses this browser could see the saved details, so leave it off on a shared computer.

Questions and answers

Sources

Checked on 7 October 2026. If a rule has changed, please tell us.

• GOV.UK: Invoicing and taking payment from customers, Invoices: what they must include
• HMRC: Record keeping (VAT Notice 700/21), 4.1 Details to include on a VAT invoice, and 4.4