Free Invoice Generator

How to use this free invoice generator

This free invoice generator turns the details you type into a clean, one-page (or multi-page) PDF. Everything happens in your browser: the form, the live preview and the PDF file itself. We never see your client list, your rates or your bank details.

1. Add your business details. Your business name, email and address go at the top of the invoice. If you have a logo, upload a PNG or JPG (under 1 MB) and it will appear in the corner of the PDF.
2. Add your client. Enter the client's name, email and billing address under "Bill to". Use the legal or trading name the client gave you so their accounts team can match the invoice.
3. Set the invoice number, dates and terms. Pick an issue date and payment terms such as Net 30. The tool works out the due date for you.
4. Choose a currency. Pick from US dollars, euros, pounds, Canadian and Australian dollars, Indian and Pakistani rupees and UAE dirhams.
5. Add line items. One line per product or service, with a quantity and a rate. The amount for each line is calculated as you type.
6. Add tax, a discount and notes. Enter a tax rate if you charge sales tax or VAT, an optional discount, and any payment instructions.
7. Download the PDF. Check the live preview, then click Download PDF. Email the file to your client or print it.

Your draft is saved in this browser, so you can close the tab and finish later. Click "Start over" to clear it.

What every invoice should include

An invoice is a request for payment, but it is also a record your client's accountant and your own will rely on later. A complete invoice has:

• The word "Invoice" and a unique invoice number. Numbers should never repeat. A simple pattern like INV-0001, INV-0002 works well.
• Your business name and contact details, plus your logo if you have one.
• The client's name and billing address.
• Issue date and due date. "Net 30" means payment is due 30 days after the issue date.
• A description of each product or service, with quantity, rate and line amount.
• Subtotal, discount, tax and the total due, with the currency stated.
• How to pay: bank details, accepted methods and any late-payment terms.

Some countries and states require extra details, such as a VAT or GST registration number. Add these in the notes or address fields if they apply to you, and check your local rules if you are unsure.

For a longer walkthrough with examples, read our guide on how to make an invoice.

How the invoice totals are calculated

The generator follows the standard order most accounting systems use: line amounts first, then the discount, then tax on the discounted amount.

• Line amount = quantity x rate
• Subtotal = sum of all line amounts
• Discount = subtotal x discount % (or a fixed amount you enter)
• Tax = (subtotal - discount) x tax rate %
• Total = subtotal - discount + tax

Here is a worked example. A web designer bills a $1,250 website project at 50% upfront, plus two hours of extra edits at $75 an hour:

Tax is $697.50 x 8% = $55.80, because tax applies after the discount. If your jurisdiction taxes some items and not others, split them into separate invoices or check how your tax authority wants mixed invoices shown.

Invoice generator with logo: tips for a professional PDF

A clean logo makes an invoice instantly recognizable in a busy inbox or an accounts payable queue. A few tips:

• Use a PNG with a transparent background if you have one. It sits cleanly on the white page.
• Wide logos work best. The generator scales your logo to fit a box about 140 x 56 points, keeping its proportions.
• Keep the file small. Under 1 MB is plenty for a sharp logo and keeps the PDF light enough to email.

Payment terms that help you get paid faster

The terms you choose shape when cash arrives. Shorter terms such as Net 7 or Net 15 suit freelancers and small jobs. Net 30 is common for business clients. For large projects, ask for a deposit upfront and invoice the balance on delivery.

Write your payment instructions in the notes so the client never has to ask. For example: "Bank transfer to Account 12345678, routing 000000000. Please include the invoice number as the reference. A 1.5% monthly late fee applies after the due date." Only include a late fee if it is in your contract and allowed where you work.

Then follow up. A polite reminder a few days before the due date and another on the day it is due recovers most late invoices without any awkwardness.

Currencies and symbols in the PDF

On screen, amounts use the proper symbol for each currency. The PDF uses a standard built-in font so it opens on any device without missing characters. That font can draw the dollar, euro and pound signs but not the rupee or dirham symbols, so INR, PKR and AED amounts appear with the currency code instead, for example "PKR 1,200.00". The same goes for Canadian and Australian dollars, which show as "CAD" and "AUD" so a client can't confuse them with US dollars. Characters the font can't draw (for example, Chinese or Arabic script in a client name) print as a question mark, so stick to Latin characters in the PDF.

Is your data private?

Yes. This invoice generator has no server side. Your entries are stored in your browser's local storage so your draft survives a page refresh, and the PDF is assembled on your device. Clearing your browser data, or clicking "Start over", deletes the draft. If you use a shared computer, clear the draft when you are done.

When to move from a free invoice generator to invoicing software

A free invoice generator is ideal when you send a handful of invoices a month. It gets harder once you need to know who has paid, chase overdue invoices and keep your books in line with your bank account.

That is where invoicing software helps. In PilotLedger you can email an invoice with its PDF attached, send payment reminders for sent and overdue invoices, record full or partial payments, and see unpaid invoices in the Aged Receivables report. Every invoice posts to a real double-entry ledger, so your profit and loss stays accurate. The free plan covers 10 invoices a month for 1 user, and paid plans from $14.99/month remove the invoice cap and add the customer portal.

To be clear about what PilotLedger does not do yet: it does not take online card payments on invoices and it does not create recurring invoices automatically.

Prefer a spreadsheet? Download one of our free invoice templates for Excel or PDF instead.