How to make an invoice
An invoice asks your client to pay for work you've done or goods you've supplied, and it gives both of you a record of the sale. Here's how to make one, from gathering the details to sending the final PDF.
Make an invoice nowInvoice rules vary by country, state and type of business, so check the requirements that apply to you. This guide is general information, not legal or tax advice.
Step by step
Not sure which details your invoice needs? See what to include on an invoice.
Gather your details and your client's
Have your business name, address and contact details ready, plus your client's name and billing address and, for a company, the person who approves invoices. Keep any tax or registration number you need to show to hand.
Choose a format you can reuse
Use one layout for every invoice, so clients recognize yours and you never start from a blank page. A template keeps the structure the same while you change the details.
Add a unique invoice number and dates
Use the next number in your sequence, such as INV-0042 after INV-0041, and never reuse one. Add the issue date, then a due date or payment terms such as Net 14 or Net 30.
List what you're charging for
Add one line per product or service with a clear description, the quantity (hours, days or units), the rate per unit and the line amount: quantity × rate.
Add discounts, tax and shipping, then total it
Start from the subtotal of all lines, subtract any discount, then add any tax you charge and any shipping. Whether tax applies, and at what rate, depends on where you and your client are and what you sell.
Add payment terms, methods and notes
Say how to pay you, such as bank details or a payment link, and add a short note if it helps your client, like a project name or purchase order number.
Review it, then save and send a PDF
Check the names, numbers, dates and totals. Download the invoice as a PDF so the layout stays fixed, send it to the person who approves or pays invoices, and keep a copy for your records.
Want a ready-made layout for step 2? Compare the free invoice templates.
Freelancer? Read our freelance invoice guide.
A worked example
A freelance designer invoices a small café for a logo and a menu layout. The details are fictional. Invoice INV-0007 is issued on 2 March 2026 with Net 14 terms, so it is due on 16 March 2026, and the café pays by bank transfer.
| Item | Quantity | Rate | Amount |
|---|---|---|---|
| Logo design | 1 | $600.00 | $600.00 |
| Menu layout (hours) | 4 | $50.00 | $200.00 |
| Subtotal | $800.00 | ||
| Discount (10%) | −$80.00 | ||
| Tax (5% of $720.00) | $36.00 | ||
| Total due | $756.00 | ||
Mistakes to avoid
- Sending an editable file. Figures and layout can shift when someone opens it in another program; a PDF keeps it as you made it.
- Changing the format every time. A consistent layout is easier for your client to check and file.
- Not keeping a copy. You'll need it for your records and if your client asks a question later.
The fastest way to make an invoice
The free invoice generator follows these steps in one form: enter your details and your client's, add your lines, discount, tax and shipping, and it works out the totals. Pick a template, then download a PDF or print it. There's no signup, and your invoice data stays in your browser.
Open the free invoice generator