Free Invoice Generator

How to make an invoice

1. Add your details: business name, contact email and, where needed, your tax or registration number.
2. Add the client's details: the name of the person or company paying, and their address or email.
3. Number the invoice: use a simple sequence like INV-001, INV-002 so both of you can refer to it.
4. Set the date and due date: 7, 14 or 30 days are common. Shorter terms usually mean faster payment.
5. List each item with a clear description, quantity and price.
6. Add tax or discounts if they apply.
7. Write payment terms: how to pay, when, and what happens if payment is late.
8. Tap Download PDF and choose "Save as PDF" in the print window.

What every professional invoice should include

A clear invoice gets paid faster because the client's accounts team has nothing to query. Include the word "Invoice", a unique number, both parties' details, the issue and due dates, an itemised list with totals, tax if you charge it, and your payment instructions. If the job changed along the way, list the extra work as separate lines – for example "Extra revision round (approved 3 Nov)" – rather than burying it in a bigger total.

Why extra items cause late payments

The line that most often delays an invoice is the one the client did not expect. If you added work after a phone call or a quick chat, the client may honestly remember it differently. When an invoice arrives with surprise charges, the whole payment can stall while it is "reviewed". The cure is to agree the extra work and its price in writing before you do it, then reference that approval on the invoice. A signed change record turns "I never agreed to that" into a two-second check.

Invoice tips that get you paid sooner

• Send the invoice the same day the work is delivered.
• Address it to a named person, not just "Accounts".
• Offer easy payment options and put the link or bank details on the invoice.
• State your late-payment terms; use our late payment interest calculator if a client is overdue.
• Keep a copy of every invoice and every approval.

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Need numbers for a pitch or report? See our scope creep & late payment statistics.