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How to create an invoice
A step-by-step guide to creating a professional invoice — what to include, how to format it, and how to send it. Plus a free tool to do it all online in under 5 minutes.
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7 steps to create a professional invoice
Add your business information
Start by entering your full name or business name, address, email, and phone number. This is the "From" section — it identifies you as the seller and gives your client a way to contact you if they have questions.
Add your client's information
Enter your client's name or company name and their billing address. Make sure this matches exactly what their accounts payable team expects — incorrect billing details can delay payment processing.
Set the invoice number and dates
Every invoice needs a unique invoice number. Use a consistent format like INV-0001 and increment from there. Also set the issue date (usually today) and the payment due date based on your agreed payment terms (e.g. Net 30 means 30 days from the issue date).
List your products or services
Add each product or service as a separate line item with a description, quantity, and unit rate. The total for each line item is calculated automatically. Be specific in your descriptions — vague entries like "consulting" can cause disputes.
Add taxes and discounts
Apply any applicable taxes — GST, VAT, HST, or sales tax — as a percentage of the subtotal or a flat amount. If you agreed a discount with the client, add it here. The invoice calculates the grand total automatically.
Include your payment instructions
Don't make clients guess how to pay you. Add your bank account details (account number, sort code, IBAN/SWIFT), PayPal email, payment link, or any other accepted method in the Notes section. The clearer your payment instructions, the faster you'll get paid.
Download the PDF and send it
Preview your invoice to make sure everything looks correct, then download it as a PDF. Send it to your client via email — either as an attachment or using InvoiceFree's built-in email feature. Save a copy for your own records.
How to number invoices
Invoice numbers must be unique and sequential. The simplest format is a prefix followed by a zero-padded number: INV-0001, INV-0002, INV-0003. You can also include the year for clarity: 2025-INV-001.
InvoiceFree automatically assigns the next invoice number each time you create a new invoice. You can customise the format in Settings → Defaults.
Choosing payment terms
Payment terms define when your client must pay. The most common options are:
Common invoice questions
Does an invoice have to be on a specific format?+
There is no legally mandated invoice format in most countries. What matters is that you include all required information — your details, client details, items, totals, and payment terms. Using a professional template helps ensure nothing is missed.
Should I send invoices as PDF or Word documents?+
Always PDF. Word documents can be accidentally edited by the recipient, and formatting may break across different software versions. A PDF is locked, professional, and universally readable.
How do I invoice for tax (GST / VAT)?+
Add a tax line to your invoice specifying the tax name (e.g. GST, VAT) and the rate (e.g. 10%). InvoiceFree calculates the tax amount automatically based on the subtotal. You can add multiple tax lines if needed.
Do I need accounting software to create invoices?+
No. A dedicated invoice generator like InvoiceFree is simpler and faster than full accounting software for most freelancers and small businesses. If you need bookkeeping features, you can export your invoice data to CSV or Excel.
Create your invoice now — it's free
Everything in this guide is built into InvoiceFree. No account, no credit card, no watermark.
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