How to make an invoice

Eight steps, in the order you’ll fill them in. Follow along in the free invoice generator in another tab and you’ll have a finished PDF by the end.

  1. Put your details at the top

    Your name or business name, address, email and phone. Add your logo if you have one. If you’re registered for VAT, GST or sales tax, your registration number goes here too.

  2. Add your client’s details

    The legal name of the person or company paying, and their billing address. For businesses, ask who handles accounts payable: an invoice sent to the right inbox gets paid sooner.

  3. Give it a unique invoice number

    Use a sequence you never repeat, such as INV-0001, INV-0002, or a year-based format like 2026-014. Our invoice number guide has a builder for choosing one.

  4. Date it and set a due date

    The invoice date is usually the day you send it. The due date follows your payment terms: “Net 30” means 30 days after the invoice date. See payment terms.

  5. List what you’re billing for

    One line per product, service or milestone, with quantity, unit price and amount. Be specific: “Homepage redesign, 3 templates” is approved faster than “web work”.

  6. Work out the totals in the right order

    Subtotal, then any discount, then tax on the discounted amount, then shipping, then subtract deposits already paid. Get the order wrong and you overcharge tax. Try it:

    Subtotal$1,000.00
    − Discount 10%−$100.00
    Taxed amount$900.00
    + Tax 20%$180.00
    + Shipping$50.00
    Total$1,130.00

    Tax is charged only on what the customer actually pays for.

    Drag the sliders. A trade discount shown on the invoice reduces the taxable amount; charging tax first inflates the bill.

    In most places a discount given at the point of sale reduces the amount tax is charged on. Whether shipping is taxable varies by jurisdiction, so check your local rules.

  7. Say how to get paid

    Bank details, a payment link or accepted methods, plus a line on late payment if your contract has one. Keep it short and put it in the notes.

  8. Send it as a PDF and keep a copy

    Download the PDF, attach it to an email with the invoice number and amount in the subject, and keep your own copy for your records. Our invoice email templates help with the wording.

Invoice checklist

  • “Invoice” clearly at the top
  • Unique invoice number
  • Invoice date and due date
  • Your name, address and contact details
  • Client name and address
  • Description, quantity and price of each item
  • Subtotal, tax (if registered), total and amount due
  • Payment terms and instructions
  • Tax/VAT number if you’re registered

Registered for VAT or GST? Some fields become mandatory: see tax invoice requirements.

Questions people ask

How do I make an invoice for free?

Use a free generator like the one on our home page: enter your details, your client’s, the line items and payment terms, then download the PDF. No software or account is needed.

Can I write an invoice by hand?

Yes. A handwritten invoice is fine if it contains the required details and is legible. Print our blank template with empty rows if you want a form.

How do I make an invoice if I’m self-employed?

Exactly the same way: your own name works as the business name. If you’re registered for VAT/GST, add your registration number and show tax separately.

What’s the best way to send an invoice?

Email a PDF, with the invoice number and amount in the subject line. Our invoice email templates cover the wording.

When should I send an invoice?

As soon as the work is delivered or the milestone is reached. The payment clock only starts when the customer has the invoice.