Invoice example
A completed invoice from a design studio: three line items, 6% sales tax and Net 30 terms, for a total of $3,768.30.
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Brand identity design | 1 | $2,400.00 | $2,400.00 |
| Website copywriting (hours) | 12 | $85.00 | $1,020.00 |
| Stock photography license | 3 | $45.00 | $135.00 |
Amount due: $3,768.30 by November 1, 2026.
Pay by ACH to Northfield Studio LLC, routing 021000021, account ending 4417. Thank you for your business.
Want to start from this example? Use Load the example above the form, then replace the details with yours.
How to write an invoice, step by step
An invoice is a written request for payment. A clear one gets paid faster, because the client can check it, approve it and pay it without writing back with questions. Follow these steps, in the same order as the generator.
- Add your business information. Put your business name, address and a billing email at the top. Upload your logo if you have one: it is read in your browser and never leaves your device.
- Add the client's information. Use the client's legal name and billing address exactly as they appear on their records or purchase order. Add their PO number if they gave you one.
- Number and date the invoice. Give each invoice a unique number from a sequence you never reuse, such as INV-1042, and set the issue date. The number is how both sides track the payment.
- List each item. Write a specific description, the quantity and the unit price for every product or service. "Website copywriting, 12 hours" is easier to approve than "Services".
- Calculate the total. Add sales tax where it applies, a discount if you agreed one, and shipping. The generator rounds each line to the cent so the lines always add up to the subtotal.
- State the terms and how to pay. Choose the payment terms, which set the due date, and write how to pay you: ACH details, check address or a payment link. Send the invoice as a PDF so the layout cannot shift.
What is an invoice?
An invoice is a document a seller sends to a buyer after delivering goods or services. It lists what was provided, what each item costs, the total amount and when payment is due. For the buyer it is a bill to pay; for the seller it is a record for bookkeeping and taxes.
What to include on an invoice
| Field | Why it matters |
|---|---|
| The word "Invoice" | Tells the client this is a request for payment, not a quote. |
| Unique invoice number | Lets both sides reference and track the payment. |
| Your business details | Name, address and contact, so the client knows who to pay. |
| Client details | The name and address of the person or business you are billing. |
| Issue date and due date | Starts the payment clock and sets the deadline. |
| Itemized lines | Description, quantity and rate for each product or service. |
| Subtotal, tax and total | Shows how the amount due is calculated. |
| Payment terms and instructions | When and how to pay: Net 30, ACH details, check address. |
Common payment terms explained
The generator calculates the due date from the terms you pick. Choose Custom due date if you agreed on a specific day, and write any early-payment discount or late fee in the notes so it is part of the invoice from the start.
| Term | Meaning |
|---|---|
| Due on receipt | Payment is expected as soon as the invoice arrives. |
| Net 15 / Net 30 / Net 60 | Payment is due 15, 30 or 60 days after the invoice date. |
| 2/10 Net 30 | A 2% discount if paid within 10 days; the full amount is due in 30. |
| EOM | Payment is due at the end of the month in which the invoice is issued. |
Should I add sales tax to my invoice?
It depends on where you do business and what you sell. Sales tax is set by each state, and many local governments add their own rate. Some states tax most goods but few services. Check with your state's department of revenue before you invoice, then enter the rate as a percentage in the generator.
Invoice vs. receipt
An invoice asks for payment; a receipt confirms payment was made. You send the invoice first, and the receipt once the money arrives. If the client pays a deposit, enter it as the amount already paid: the invoice then shows the balance due. When the final payment comes in, use the receipt generator to confirm it.
Frequently asked questions
Is this invoice generator really free?
Yes. You can create as many invoices as you need and download each one as a PDF, a Word file or an Excel sheet with working formulas. There is no account, no trial period and no watermark. The site may show advertising in the future, but the generator and the downloads stay free.
Is my invoice data stored anywhere?
No. The invoice is generated in your browser, so client names, amounts and bank details are never sent to or stored on our servers. If you tick the draft option, a copy is kept only in your own browser's storage so you can finish later, and you can clear it at any time.
Can I add my own logo to the invoice?
Yes. Upload a PNG or JPG in the first section of the form. The image is read locally by your browser and placed at the top of the preview, the PDF and the Word file. It is never uploaded, so it is gone when you close the page unless you keep a local draft.
Do I need a business license to send an invoice?
No license is needed to issue an invoice itself: freelancers and sole proprietors can bill under their own name. Licensing and registration rules may still apply to the work you do or to operating a business in your city or state, so check with your local and state agencies.
Can I charge a late fee on an invoice?
You can, if the fee was agreed before the work began, for example in your contract or in terms the client accepted, and if it stays within the limits of your state. Write the fee in the notes of every invoice so the client sees it before the due date passes.
Can I export the invoice to Excel or Google Sheets?
Yes. The Excel download keeps live formulas: each line multiplies quantity by unit price, the subtotal is a SUM, and tax and total are calculated from it. Open the file in Excel, or import it into Google Sheets, and the totals update when you change a line.