From (your name/business)
To (client name)
Invoice Number
Invoice Date
Due Date (optional)
Tax Rate (%)
Currency Symbol
Description
Qty
Unit Price
Invoice Preview (click to copy)
Fill in the form above and add items to preview your invoice.
Using This Invoice
This is a text invoice, not a PDF
Everything runs in your browser. The preview box produces plain formatted text — click it (or the Copy Invoice button) to copy it, then paste directly into an email, chat, or word processor.
Check the total before sending
Subtotal, tax, and total recalculate live as you edit line items. Confirm the total matches what you agreed with your client before copying and sending.
Keep your own copy
Because nothing is saved on our servers, paste the copied invoice into your own records (email sent folder, spreadsheet, or accounting software) immediately after sending it.
➜ Next step: Need to work out the tax rate first? Use the Sales Tax Calculator to add or remove tax on a price before entering it here.
How to Use the Invoice Generator
- Enter your business details — business name, address, contact information, and tax registration number if applicable.
- Add client details — client name, address, and billing contact.
- Set invoice number and date — use a sequential numbering system. Include payment due date (typically Net 15, Net 30, or Net 45).
- Add line items — each product or service with description, quantity, unit price, and applicable tax rate.
- Review totals — subtotal, tax amount, and grand total are calculated automatically.
- Copy the invoice — click the preview box or the Copy Invoice button to copy the formatted invoice text to your clipboard, ready to paste into an email, document, or messaging app for delivery.
📋 Invoice numbering system: Use a consistent format like INV-2026-001, INV-2026-002. Include year to make filing easier. Never reuse invoice numbers — each must be unique for accounting and legal purposes. Sequential numbers also demonstrate business activity to clients and tax authorities.
Understanding Professional Invoicing
📄 Required Invoice Elements
Business name and address, client name and address, unique invoice number, invoice date, payment due date, itemised list of goods/services, unit prices and quantities, subtotal, tax amount and rate, total due, and payment instructions.
⏰ Payment Terms
Net 15: payment due 15 days from invoice date. Net 30: 30 days (most common for B2B). Net 45/60: used by larger corporations. Early payment discounts: '2/10 Net 30' means 2% discount if paid within 10 days, otherwise full amount due in 30 days.
💳 Payment Methods
Specify accepted payment methods clearly: bank transfer (include account details), PayPal, credit card, check. Multiple options reduce friction and speed payment. Bank transfer is most common for B2B as it has no transaction fees.
📊 Late Payment Fees
Include late payment terms on every invoice: 'Invoices unpaid after 30 days subject to 1.5% monthly interest charge.' This creates a legal basis for charging interest and provides motivation for timely payment. Rarely enforced but effective as a deterrent.
🌍 International Invoicing
For international clients: specify currency clearly, include SWIFT/IBAN for bank transfers, note which party bears transfer fees, be aware of VAT/GST obligations in the client's country for digital services, and consider exchange rate risk for large invoices.
📁 Record Keeping
Keep copies of all invoices for at least 3 years — the IRS's general recordkeeping period. Certain situations (unreported income, bad debt or worthless-security claims, or not filing at all) require longer, up to 7 years or indefinitely — check current guidance for your specific case. Organise by year and client. Reconcile invoices with bank statements monthly. Unpaid invoices beyond 90 days should be escalated or written off as bad debt.
Getting Paid Faster
Invoice timing strategy
Send invoices immediately upon completing work — not at the end of the month. Delay in invoicing is the primary cause of delayed payment. Same-day invoicing while the work is fresh in the client's mind also reduces disputes about scope and pricing. For ongoing work, invoice on a set schedule (1st of each month) so clients budget for your payment.
Follow-up system
Implement a standard follow-up process: day 1 — send invoice with read receipt. Day 7 — friendly reminder if unpaid. Day 21 — firm reminder referencing payment terms. Day 35 — formal notice with late payment fee. Day 60+ — collections or legal action. Most payments are resolved by day 21 — consistent follow-up is more effective than any other strategy.
Protecting yourself legally
A signed contract or purchase order before starting work, combined with a professional invoice referencing that contract, creates a legally enforceable payment obligation. For clients over $5,000, always get a signed contract first. For recurring clients, a standing agreement covers all invoices without individual contracts per project.
💼 Freelancer invoice checklist: Unique invoice number ✓. Your full legal name or business name ✓. Client's full legal name ✓. Detailed description of services ✓. Payment due date ✓. Payment instructions ✓. Late payment terms ✓. Tax registration number if applicable ✓. Each missing element can create payment delays or legal complications.
Invoice Total Formula
Total = Subtotal + Tax, where Subtotal = Σ (Quantity × Unit Price) for every line item, and Tax = Subtotal × Tax Rate ÷ 100.
Worked example
Two line items — "Design work" (3 × $250) and "Hosting setup" (1 × $80) — give a subtotal of $830. At a 10% tax rate, tax is $83.00, making the total $913.00.
Tax rate is optional — leave it blank or at 0 if you are not required to charge tax on this invoice.
Avoid These Mistakes
Sending without a unique number
Reusing or skipping invoice numbers makes bookkeeping and tax filing harder for both you and your client. Confirm the invoice number is correct before copying.
Leaving payment terms unstated
An invoice without a due date or payment method invites delayed payment. State terms clearly (e.g. Net 30, bank transfer) even though this generator doesn't have a dedicated field for them — add them to a line item description if needed.
Applying tax when you shouldn't (or not applying it when you should)
Whether you need to charge tax depends on your registration status and jurisdiction, not on this tool. Confirm your obligation before setting a tax rate.
Not keeping a copy
This tool doesn't save invoices. Paste the copied text into your own records immediately — there's nothing to recover later if you close the tab.
Frequently Asked Questions
What should be on an invoice?
A professional invoice includes: your business name and contact details, client name and address, unique invoice number, invoice date and payment due date, itemised list of products/services with quantities and prices, subtotal, tax (if applicable), and total amount due.
What is a standard payment term?
NET 30 (payment due within 30 days) is the most common business payment term. NET 15 and NET 60 are also used. Some freelancers use 'due on receipt' or '50% upfront, 50% on delivery'. Always specify payment terms clearly on your invoice.
How do I number invoices?
Use a consistent sequential numbering system: INV-001, INV-002, or INV-2025-001 (year-sequence). Never reuse invoice numbers. Sequential numbering makes it easy to track payments and maintain records for tax purposes.
Should I charge VAT/GST on invoices?
If you're VAT/GST registered, yes — you must charge the applicable tax rate and display it separately on the invoice. If you're below the registration threshold, you generally don't charge or display VAT. Requirements vary by country and business type.
References
🏛️ IRS Recordkeeping
General guidance on how long to keep business records, including invoices, for US taxpayers — irs.gov
🌍 No universal invoice standard
There is no single global invoice format. Required fields (tax ID, VAT/GST registration, language) vary by country — confirm your local tax authority's requirements before relying solely on this template.
📄 Local tax authority
For VAT/GST or sales tax display requirements specific to your business, check your own country's or state's tax authority guidance rather than assuming the rules shown here apply universally.