Practical invoicing guide

How to Create an Invoice

Updated October 7, 2026 · By New Invoice Generator

To create an invoice, identify your business and customer, assign an invoice number, add the issue and due dates, itemize the work or products, calculate applicable taxes and other charges, and state how and when the customer can pay. Then check the details and send a copy the customer can keep.

Use the free invoice generator to enter these details, preview the result, and print or save the finished invoice as a PDF. The editor runs in your browser and saves its current draft on that device.

1. Confirm what you are billing for

List the services delivered or products supplied and confirm the agreed price. An invoice requests payment for work or goods; a quote or estimate is generally used to propose a price before the work starts. The right document and required wording can depend on the transaction and local rules.

2. Add your business and customer details

Include the name and contact details that help both parties identify the seller and buyer. Depending on your location and business, an invoice may also need a mailing address, tax registration number, or other information. Check the requirements that apply to your own business rather than assuming the same fields are mandatory everywhere. A logo is optional; clear names and contact information are more important.

3. Choose an invoice number and dates

Give each invoice a number that helps you identify it in your records. A consistent sequence can make invoices easier to find, but the number should not repeat in a way that causes confusion. Record the issue date and the payment due date. If you use payment terms such as “Due within 14 days,” make sure the due date agrees with those terms.

4. Itemize the charges

Describe each product or service clearly. Add the quantity, hours, or other unit and the rate for that line. The line amount is generally the quantity multiplied by the unit rate. Separate line items make it easier for a customer to understand what the invoice covers and to query a specific charge if needed.

5. Check taxes, discounts, and extra charges

Apply sales tax, VAT, or other taxes only as appropriate to your situation. If you offer a discount or charge for shipping or another cost, show it clearly so the customer can understand how the balance was calculated. Tax rules vary; verify the rate, tax basis, and required invoice fields with a qualified professional or official tax authority.

6. State the payment terms and instructions

Tell the customer when payment is due and how to make it. Include only payment details that are appropriate to share on the document. If you charge a late fee or offer an early-payment discount, make sure the terms were agreed and meet local requirements.

7. Review and send the invoice

Check the customer name, invoice number, dates, line descriptions, quantities, prices, tax, and final balance. Save a copy for your records and send the invoice using a method agreed with the customer. In the invoice maker, choose Print / PDF and then use your browser’s print dialog to print or save a PDF.

Frequently asked questions

What information should an invoice include?

Common details include seller and customer information, a unique invoice number, issue and due dates, itemized charges, the amount due, and payment instructions. Legal requirements differ by country, state, industry, and transaction.

Can I create an invoice for free?

Yes. The New Invoice Generator is free to use and does not require an account. Add your own details, review the live totals, and print or save the invoice as a PDF.

How do I save an invoice as a PDF?

Select Print / PDF in the invoice editor. In the print dialog, choose the PDF or “Save as PDF” destination available in your browser or operating system.

Does the tool store my invoice online?

No account is created and the draft is saved in browser storage on the device you are using. It is not synced to a cloud account. See the Privacy Policy for details.

Is an invoice the same as a receipt?

No. An invoice requests payment; a receipt records that payment has been received. Keep the distinction clear in your business records.