How to make an invoice

An invoice is a request for payment that lists what you sold, how much is owed, and how to pay. This guide walks through exactly what goes on one and how to create it in a couple of minutes — then you can make yours free, no signup required.

Open the free invoice generator →

What is an invoice?

An invoice is a document a seller sends to a buyer to request payment for goods or services. It records the amount owed, the items supplied, and the payment terms. It’s different from a quote (an estimate sent before work) and a receipt (proof of payment sent after the customer pays).

What to include on an invoice

Every professional invoice should contain:

• The word “Invoice” and a unique, sequential invoice number
• Your business name, address and contact details (and logo)
• The client’s name and address
• The issue date and the due date
• An itemized list of products or services, each with a quantity, rate and amount
• The subtotal, any tax (VAT/GST/sales tax) and discount, and the total due
• Payment terms and how to pay (bank details, etc.)

How to make an invoice, step by step

1. Add your business details. Enter your business name, address, email and logo. These save in your browser so you only do it once.
2. Add the client. Enter who you’re billing — their name, address and email.
3. Set the invoice number and dates. Give the invoice a unique number, an issue date and a due date (or “due on receipt”).
4. List your items. Add a line for each product or service with a quantity and rate. The amount and totals calculate automatically.
5. Add tax, discount and notes. Set your VAT/GST/sales-tax rate, any discount, and payment terms or bank details.
6. Download the PDF. Pick a template and accent colour, then download a clean PDF to email or print.

How to number invoices

Give every invoice a unique number and keep them sequential — INV-0001, INV-0002, and so on. Sequential numbering makes your records auditable and is expected (sometimes required) by tax authorities. Invoicary suggests the next number automatically each time.

Payment terms and getting paid faster

Payment terms tell the client when to pay. The most common are Due on receipt, Net 7, Net 14 and Net 30 (days from the invoice date). To get paid faster:

• Send the invoice immediately after the work is done
• Use short, clear terms (Net 7 or Net 14)
• State accepted payment methods and bank details on the invoice
• Add a friendly note and a clear due date

Tax on invoices: VAT, GST and sales tax

If you’re registered for tax, show the rate and amount on the invoice. We have ready-made tools for the common cases: a UK VAT invoice (with your VAT number and 20% VAT) and a GST invoice for India (with GSTIN and 18% GST). For others, just set your rate and label in the generator.

Invoice templates by type

Start from a template pre-configured for your situation:

FAQ

How do I make an invoice for free?

Use a free invoice generator: enter your business and client details, list your items, add tax, and download a PDF. Invoicary does all of this with no signup.

What information must an invoice include?

The word “Invoice”, a unique invoice number, your business details, the client’s details, the date, an itemized list of goods/services with amounts, any tax, the total, and payment terms.

What is the difference between an invoice and a receipt?

An invoice is a request for payment issued before the customer pays. A receipt is proof of payment issued after they pay.

How should I number my invoices?

Use a unique, sequential number for every invoice (e.g. INV-0001, INV-0002). Sequential numbering keeps your records clean and is required by many tax authorities.

What are common payment terms?

“Due on receipt”, Net 7, Net 14 and Net 30 are the most common — the number is how many days the client has to pay after the invoice date.

Make your invoice now →