How to fill in the invoice
Start with your own details at the top: business name, address, email and phone. Add a logo if you have one – it is read straight into the page and never uploaded. Then enter the client in Bill to. Use the legal name of the company you are billing, not just the person you talked to; accounts-payable teams reject invoices addressed to the wrong entity.
Every invoice needs a unique number. The generator suggests the next number automatically and remembers it on this device, so the sequence stays unbroken. Set the invoice date (today) and a due date. If the client gave you a purchase order number, put it in the reference field – large companies will not pay without it.
Add one line per product or service: description, quantity and unit price. The amount, subtotal, discount, tax and total update as you type. Finish with payment details (bank account or PayPal) and a short note such as “Payment due within 14 days”. Click Download PDF.
What an invoice must contain (US and UK)
In the United States there is no federal invoice law, but a usable invoice has: the word “Invoice”, a unique number, your business name and contact details, the customer’s name and address, an itemized description, the invoice date, the payment due date, the total, and any sales tax shown separately. If you collect sales tax, show the rate and the amount as its own line.
In the United Kingdom the required contents are set by HMRC. A standard invoice must show a unique identification number, your company name, address and contact details, the customer’s name and address, a clear description of what you are charging for, the date the goods or services were supplied, the invoice date, the amount(s) being charged and the total amount owed. Sole traders must also show their own name and any business name. Limited companies must use the full registered company name. If you are VAT-registered, add your VAT number, the VAT rate and the VAT amount per line, and the total including VAT.
Common mistakes
- Reusing an invoice number. Duplicate numbers confuse the client’s bookkeeping and look like a sign of fraud. Let the counter run.
- No due date. “Due on receipt” is vague; a real date (e.g. 14 or 30 days out) is what gets you paid on time.
- Tax on the wrong base. Tax is calculated after discount, on the discounted subtotal. This generator does that for you.
- Missing payment instructions. If the client has to email you to ask where to send money, you have added a week to your payment cycle.
- Vague descriptions. “Services” is not a description. “Logo design – 3 concepts, 2 revision rounds” is.
Frequently asked questions
Is this invoice generator really free?
Yes. There is no account, no trial, no watermark and no paid tier. The page runs in your browser and the PDF is created on your device.
Where is my data stored?
Nowhere except your own browser. The form is never sent to a server. Your business details and the next invoice number are kept in your browser’s local storage so you don’t have to retype them; you can erase them with the “Forget them” link.
Can I add my logo?
Yes. Choose a PNG or JPEG file; it is read locally, shown on the preview and embedded in the PDF. The file is not uploaded anywhere.
How is tax calculated?
Tax is applied to the subtotal after any discount. If your subtotal is 1,000, discount is 10% and tax is 20%, the taxable amount is 900 and tax is 180, for a total of 1,080.
Does it work on a phone?
Yes. The form is designed for thumbs and the preview sits below it on small screens. On iPhone, the PDF opens in Safari and can be saved to Files or shared straight to Mail or WhatsApp.
Can I save an invoice and edit it later?
The generator does not store finished invoices. Keep the downloaded PDF as your copy. Your sender details and numbering are remembered on this device, so creating the next invoice takes a minute.