How to Create an Invoice: Step-by-Step Guide

Quick start

1. Open the invoice maker.
2. Fill in your details, the client's details and your line items.
3. Pick a template, color and currency in the right-hand panel.
4. Click Download PDF and send it to your client.

Create an invoice now

1. Add your logo and invoice number

• Click + Add your logo at the top left and choose a PNG or JPG file. Use Remove logo to take it off again.
• The invoice number is generated for you (for example INV-12345). Change it to match your own numbering, such as 2026-001.
• Keep numbers unique and sequential so you and your client can track each invoice.

2. Enter your details and your client's details

From (your business)

Add your business name, address and email. Click More details to add phone, website, city, country and Tax ID / VAT number.

Bill to (your client)

Add the client's name (required), address and email. Use More details for phone, city and country.

Tip: include a Tax ID if you are VAT / GST registered, since many countries require it on invoices.

3. Set the date and payment terms

• Date is the issue date. It defaults to today.
• Payment terms options are Due on receipt, Net 7, 15, 30, 45, 60 or 90 days, or Custom due date. The due date is calculated automatically from the issue date.
• Due date can be edited directly if you need a specific day.

4. Add line items

Each row in the table is one product or service.

• Click + Line item to add rows and Remove to delete one (at least one row must remain).
• Unit, Tax and Discount columns are hidden by default. Use Show unit, tax, discount to reveal them.

5. Apply tax, discounts and shipping

The totals box at the bottom right updates as you type.

• Tax: type a percentage in the Tax field to apply it to every line item at once.
• Discount: click + Discount and set it per line. It is applied before tax.
• Shipping: click + Shipping and enter a flat amount, which is added after tax.

The calculation order is:

Total = Subtotal − Discount + Tax + Shipping

6. Add notes and payment instructions

• Notes: project references, thank-you messages or late-fee terms.
• Payment instructions: bank details, PayPal address or other ways to pay.
• Footer: an optional line printed at the bottom of the PDF.

7. Choose a template, color and currency

These options are in the right-hand panel next to the form.

Template

• Professional: clean layout for most businesses.
• Modern: simple, uncluttered spacing.
• Creative: stronger sidebar emphasis.
• Classic: centered, traditional invoice.

Color

Pick a preset swatch or use the color picker to match your brand. The accent color is used for the title, table header and total.

Currency

Choose from 28+ currencies, including USD, EUR, GBP, CAD, AUD, INR and BDT. Amounts are formatted for the selected currency.

8. Download your PDF

1. Check the client name, dates and totals. The client name, invoice number and dates are required.
2. Click Download PDF. It shows "Generating PDF…" for a moment.
3. Email the file or attach it to your message. Use Clear to start a fresh invoice.

Drafts and privacy

• Your work is saved automatically as a draft in your own browser, so you can close the tab and come back later.
• The draft stays on the same device and browser. Clearing browser data or clicking Clear removes it.
• The PDF is generated when you click Download PDF, and we do not keep a copy unless you save it in a signed-in dashboard.

Tips for getting paid faster

• Send the invoice as soon as the work is done.
• Use clear item descriptions so clients know what they are paying for.
• State the due date and accepted payment methods.
• Use shorter terms such as Net 7 or Net 15 for small projects.
• Keep a consistent numbering system and save a copy of every PDF you send.

Troubleshooting

The PDF will not download

Make sure the required fields are filled in (client name, invoice number and dates), then try again. Also check that your browser is not blocking downloads.

My logo is not showing

Only PNG and JPG files are supported. Try a smaller image if the upload fails.

My draft disappeared

Drafts live in your browser storage. Private browsing, a different browser or cleared site data will not have your draft.

The total looks wrong

Check the tax percentage and any per-line discounts. Discounts are applied before tax.