Invoice Generator

Fill in who you are, who you are billing and what for, and the invoice builds itself beside the form as you type. The tool does the arithmetic: line totals, a discount, shipping, sales tax, VAT or GST added on top or already included in your prices, different rates on different lines, a deposit already paid and the balance still due. Pick from more than 50 currencies, each rounded the way that currency is, choose US Letter or A4, add your logo, a due date from Net 30 or any terms you use, your bank details and a payment link that becomes a QR code the customer can scan. It also makes quotes, estimates, receipts and credit notes. Before you download, it points out what customers and tax offices usually look for, such as a missing tax number. The PDF has real, selectable text and no watermark. Everything happens in your browser, so your customers and prices are never sent to us.

How it works

Invoice Generator is a web page that does its work on your own device. The file you choose is opened by your browser, changed there and saved from there; it is never sent to a server, so there is no copy of it anywhere to delete, no queue and no waiting for an upload. Most online tools of this kind send your file to their servers and work on it there, and many keep it for a while. This one does not. There is no account, no watermark and no limit on how often you use it, and the result downloads the moment it is ready.

How the totals are worked out

Each line is its quantity times its unit price, rounded to the smallest unit of the currency: cents for dollars, whole yen for yen, a thousandth of a dinar for Kuwaiti dinars. The lines add up to the subtotal. A discount, by percent or as an amount, comes off the subtotal before any tax.

• Tax added on top. The usual way in the United States and for business customers elsewhere. The tax is worked out on the discounted value of the items at each rate, and on shipping if you say the tax applies to it, then added to give the total.
• Tax already included. The usual way when you sell to the public in countries with VAT or GST. Your prices stay as typed, the total is simply their sum, and the invoice states how much of it is tax.
• More than one rate. Give a line its own rate, such as 0 for a zero-rated item, and the totals show the tax at each rate and the value it was charged on.

Tax is worked out once per rate on the sum of the lines, not line by line, which avoids a cent of drift on long invoices. An amount already paid, such as a deposit, is taken off the total to give the balance due.

Checks before you download

The notes above the preview point out what gets invoices questioned or paid late: no invoice number, a due date before the invoice date, a tax charged without your registration number on the page, a reverse-charge invoice without the customer's VAT number, a payment link that will not open. Warnings do not stop you downloading; only a missing name, number, date or item does.

Getting paid faster

• Send the invoice the day the work is done, as a PDF attached to a short email.
• Print a due date, not only terms. "Due 20 October" is acted on; "Net 30" is filed.
• Make paying easy: bank details on the invoice, and a payment link with its QR code if you take cards.
• Put the customer's purchase order or reference number on it if they gave you one. In larger companies an invoice without one is often not paid at all.

What this tool does not do

• It does not send the invoice, take payment or keep a record of what you have billed. Keep the PDFs; you will need them for your accounts.
• It does not know the tax rules of your country or state. You choose the tax name and rate; it does the arithmetic.
• It does not make the structured e-invoices (XML sent through a government or network system) that some countries now require between businesses.

Check each invoice before you send it. If you are unsure what tax to charge or what your invoices must show, ask your accountant or tax adviser.

What it does

• Live preview of the invoice beside the form, exactly as the PDF will look
• Sales tax, VAT, GST or HST: added on top or included in your prices, with a different rate per line if needed
• Reverse charge for cross-border business sales, with the note the invoice needs
• More than 50 currencies, each with the right number of decimals
• Discount by percent or amount, shipping, deposits already paid and the balance due
• Payment terms from due on receipt to Net 60, with the due date worked out
• Your logo, an accent colour, US Letter or A4, and a separate shipping address
• A payment link becomes a QR code and a clickable link in the PDF
• Also makes quotes, estimates, proforma invoices, receipts and credit notes
• Names and addresses in any language, including Greek, Cyrillic, Arabic, Hindi and Chinese
• Remembers your own details on your device if you ask it to, and suggests the next invoice number

Questions

Is this invoice generator really free?

Yes. There is no sign-up, no watermark, no limit on how many invoices you make and no paid version. The invoice is made by your own browser, so it costs us nothing to let you make as many as you like.

Are my invoices uploaded or stored anywhere?

No. The invoice is laid out and turned into a PDF on your own device. Names, addresses, prices and bank details are never sent to us. If you tick Remember, your own business details are kept in this browser on this device only, and unticking it deletes them.

What should an invoice include?

Your name or business name and address, the customer's name and address, a unique invoice number, the invoice date, a description of each item with its quantity and price, the total and the currency, when payment is due and how to pay. If you are registered for a tax such as VAT or GST, most countries also require your registration number, the tax rate and the tax amount. The tool lays all of this out and points out what is missing.

How do I add sales tax, VAT or GST?

Choose the tax name above the items and enter your usual rate. The tax is added to the total, or, if you tick that your prices already include it, worked out backwards and shown as included. An item with a different rate, or none, can have its own rate on its line, and the totals then show each rate separately.

What is reverse charge, and when do I tick it?

In the EU, the UK and some other places, a business selling certain services or goods to a business in another country does not charge VAT; the customer accounts for it instead. Ticking reverse charge sets the tax to zero and prints the note such an invoice needs. It normally has to show both VAT numbers. Whether it applies to your sale is a tax question, so check with your accountant.

Which currencies can I invoice in?

More than 50, from US dollars, euros and pounds to yen, rupees, dirhams and pesos. Each is rounded correctly: yen and won have no decimals, Kuwaiti and Bahraini dinars have three. Dollars are told apart as $, CA$, A$ and so on; a currency whose sign is not widely readable is shown by its three-letter code, which banks prefer anyway.

How should I number my invoices?

Use each number once and keep them in order, for example INV-0001, INV-0002, or 2026-001 if you restart each year. Gaps and duplicates are what tax offices question. With Remember ticked, the tool suggests the next number after every download.

What do Net 30 and due on receipt mean?

Net 30 means the full amount is due within 30 days of the invoice date; Net 15 and Net 60 work the same way. Due on receipt means payment is expected straight away. Choose the terms and the due date is worked out and printed on the invoice, which gets invoices paid sooner than terms alone.

Can I make a quote, an estimate or a receipt instead?

Yes. Change the title to Quote, Estimate, Proforma Invoice, Receipt or Credit Note. A quote or estimate shows Valid until in place of the due date, and a receipt or credit note leaves the due date off.

How does the payment QR code work?

Paste the link customers use to pay you, from whichever payment service or bank you use. The PDF gets a QR code that opens that link when scanned with a phone camera, and the same link printed beside it, clickable on a computer. Scan it yourself once before you send the invoice.

Can I use my own language or a non-Latin script?

Yes. Western and Central European languages, Turkish, Greek and Cyrillic are set as ordinary selectable text. Text in scripts such as Arabic, Hebrew, Hindi, Thai, Chinese, Japanese or Korean is placed as a sharp picture of the text, so it prints correctly but cannot be selected. The labels on the invoice are in English.

I am in India. Should I use this or the GST Invoice Generator?

For a GST tax invoice within India, use the GST Invoice Generator, which splits the tax into CGST, SGST or IGST and checks GSTINs and HSN codes. Use this one for export invoices and for customers abroad.

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