Help Center

Prima Invoice is an online invoicing tool for freelancers and small businesses. The free invoice generator makes invoices, quotes, estimates and receipts in your browser and downloads them as PDF, with no account. A Pro account adds saved clients and products, automatic numbering, sending by email, statuses, reminders, recurring invoices and CSV export.

Open the invoice generator, fill in your details and your client's, add line items, and press the download button to get the PDF. That is all; no sign-up is needed.

Along the way you can add your logo, choose the currency, set the payment terms, add your own tax labels and rates, apply a discount, paste a Stripe or PayPal payment link and pick a visual style. The total updates as you type.

No, not to create and download documents. You need an account only for features that must live on a server: saving clients and products, numbering documents automatically, emailing invoices, tracking their status, reminders, recurring invoices and CSV export.

Yes. The generator is free with no document limit. Free PDFs carry a small Made with Prima Invoice link. Pro features are free for signed-in users during Early Access; the planned Pro price is on the pricing page.

Any modern web browser on a computer, tablet or phone. There is nothing to install. JavaScript must be switched on, because the generator and the PDF builder run inside your browser.

No. Prima Invoice is English only and built for the global market. For invoices and receipts in Bahasa Indonesia, our sister product Neracaku has a tool at neracaku.com/alat/invoice-nota.

Use the logo field and choose a PNG, JPG or WebP file of up to 2 MB. The image is compressed in your browser so the PDF stays small. SVG files are not accepted, for security reasons; export your logo as PNG instead.

You type them. Each line can have its own tax rate, and the whole document can have up to two taxes, each with your own label and rate, for example VAT 20% or GST 10%. Prima Invoice has no built-in country rates and does not decide which tax applies to you; check the rules where you trade.

Choose a discount as a percentage or as a fixed amount, then enter the value. The discount is applied to the document, and the total can never go below zero.

Any currency in the ISO 4217 standard, with the correct number of decimal places for each one: none for Japanese yen, two for US dollars and euros, three for Bahraini dinar. You can also choose the number format (1,234.56 or 1.234,56) and the date format (DD/MM/YYYY or MM/DD/YYYY).

Pick Due on receipt, Net 7, Net 15, Net 30 or a custom period. The due date follows from the issue date and the terms. Net 30 means the invoice should be paid within 30 days.

Switch the document type in the same form. A quote and an estimate add a valid-until date (and an estimate note for estimates); a receipt adds the paid date, the payment method, the amount paid and a PAID mark. You can also start from the quote maker, estimate maker or receipt maker.

Yes. Converting a quote or estimate into an invoice, and an invoice into a receipt, keeps every line, tax, discount and total exactly as they were. Only the document type, prefix and dates change.

On the templates page. Each profession template opens the generator with typical line items filled in, which you can edit freely. Some templates can also be downloaded as Word, Excel or blank PDF files.

No, as long as you use the same browser. The generator saves your draft automatically in your browser's storage. Clearing your browsing data or using a private window removes it, so for anything important, export the draft as a JSON file, which you can import again later on any device.

Use the print option that appears with the error message, and choose Save as PDF in your browser's print dialog. The PDF is built inside your browser, and very old phones or devices low on memory can fail on long documents; the print route works on almost every device.

Also check that your browser allows downloads from primainvoice.com and that pop-up or download blockers are not stopping the file.

Yes. Long invoices continue on extra pages, and the table header repeats at the top of each page so every page is easy to read.

Yes. The text in a Prima Invoice PDF is real, selectable text, not a picture, so clients and accounting software can copy and search it.

The PDF embeds fonts with fallbacks for symbols such as the rupee, naira and peso signs. If a rare character still does not show, use the currency code (for example INR) instead of the symbol in your text, and tell us on WhatsApp which character failed so we can add it.

Logos must be PNG, JPG or WebP files up to 2 MB; SVG is not accepted. If it looks blurry, upload a larger image, ideally at least twice the size it appears on the page, and let the browser compress it.

PDFs created from a Pro account, including during Early Access, do not carry the link. Free PDFs made without an account always include it; it is how the free generator stays free.

Enter your email address on the log in page and open the sign-in link we email you. There is no password. The link signs you in on the device where you open it.

Check your spam or junk folder and any tabs such as Promotions or Updates, and make sure the address was typed correctly. Sign-in emails are sent before any other email, but delivery can still take a few minutes. If nothing arrives, request a new link, and message us on WhatsApp if it keeps failing.

Each link works once and only for a limited time. Request a new one from the log in page and open the newest email.

Your business name, address, logo, default currency, time zone, number pattern (such as INV-2026-0001) and preferred date and number formats. The time zone matters for recurring invoices, which are created at 9:00 your time.

Prima Invoice is new, and while Early Access runs, every signed-in account with a verified email address gets the Pro features free. The planned price for later is shown on the pricing page. Nothing is charged automatically.

From your account, send the finalised invoice to the client's email address. The email comes from the Prima Invoice sending address with your business name as the sender, carries the PDF, and links to a private online copy of the invoice. Replies go to your own email address.

Draft: saved, not sent. Queued: waiting for sending capacity. Sent: emailed. Delivery failed: the email bounced. Viewed: the client opened the online invoice. Partially paid: some payment recorded. Paid: fully paid. Overdue: past the due date with a balance. Void: cancelled. The invoice tracking page explains each one.

Viewed is set only when the online invoice page opens in a browser. Reading the PDF attachment, previewing the email, or a security scanner checking the link does not count, by design. If the client paid, record the payment; the status then moves to Paid regardless.

Sending is shared during Early Access: each account sends up to 5 emails a day (invoices, quotes, receipts and payment reminders together), and Prima Invoice as a whole has a small daily limit on a shared email plan. When either limit is reached, emails are queued, never dropped, and go out automatically the next day, starting with payment reminders. Meanwhile you can copy the online invoice link and share it with your client yourself. Your dashboard shows how many of today's emails your account has used.

The client's mail server rejected the email, most often because of a typo in the address or a full mailbox. Correct the address on the client and send the invoice again, or share the online invoice link another way.

Yes. Editing a sent invoice creates a new revision with the same number; the earlier version is kept. You then choose whether to send the corrected version. The online invoice always shows the latest revision.

Record a payment on the invoice with the date, method and amount. If the payments add up to the total, the invoice becomes Paid; if not, it becomes Partially paid and the remaining balance appears on the online invoice and the PDF.

Each document type has its own sequence following your pattern, for example INV-2026-0001 for invoices, with QUO, EST and RCT prefixes for quotes, estimates and receipts. A number is assigned when you finalise a document, so drafts never leave gaps. A manually typed number that already exists is rejected.

Three days before the due date, on the due date and seven days after it, at most three per invoice. They stop when the invoice is Paid or Void. You can edit the reminder text. More on the payment reminders page.

The payment had not been recorded yet when the reminder was due. Prima Invoice does not see your bank or payment accounts, so record payments as soon as they arrive and the remaining reminders are cancelled.

Create the invoice in your account, choose a frequency from weekly to yearly, decide when the series ends (never, after a number of invoices, or on a date) and whether each invoice is sent automatically or saved as a draft. Invoices are created at 9:00 in your time zone. See recurring invoices.

In shorter months it is dated on the last day of the month, such as 28 or 29 February or 30 April, and it returns to the 31st in months that have one.

Yes. Pause the series and resume it later without rebuilding it. Ending a series keeps all invoices already created in your account.

Stripe Payment Links on buy.stripe.com, PayPal.Me links such as paypal.me/YourName or paypal.me/YourName/25AUD, and PayPal payment links on www.paypal.com/ncp/payment/. Other addresses are rejected to protect your clients from look-alike links.

It is not one of the accepted formats. Common causes are link shorteners, Stripe links on a custom domain, plain http addresses and links from other payment sites. Copy the buy.stripe.com or PayPal address of the same link instead.

A Stripe payment link usually charges its own fixed price, not the total of your invoice. The warning reminds you to make sure the link amount matches the invoice total before you send it.

No. Clients pay your Stripe or PayPal account directly. Prima Invoice never holds or routes money, takes no fee on payments and stores no payment credentials. More on the payment links page.

Prima Invoice is run by Creativism, a digital agency in Yogyakarta, Indonesia. For any question or request about your data, email hello@primainvoice.com from the address you use to sign in, so we can tell the request is yours.

Your email address, your business profile and logo, the clients, products, documents, payments, recurring schedules and reminders you save, and a record of the emails sent from your account (recipient, subject, date and delivery status). We use it only to run your account and to send the emails you ask for. The free generator stores nothing on our side.

No. Everything you type into the free generator, including your logo, stays in your browser, and the PDF is built on your device. Nothing about the invoice content is sent to Prima Invoice.

In Prima Invoice's database on a private server in Jakarta, Indonesia, so it is processed outside the European Union. Each account can read only its own data; this separation is enforced in the database itself. Pages are delivered through Cloudflare, emails are sent through Resend, and daily backups are copied to Google Drive.

Yes, in one way. Sign-in uses a login service that Creativism also runs for its other products. It keeps your email address and your sign-in records, not your invoices or business data. Deleting your Prima Invoice account removes your Prima Invoice data but keeps that sign-in identity, because other Creativism products may use it. To have the sign-in identity erased as well, email hello@primainvoice.com from that address and ask for full erasure. We confirm by email when it is done, within 30 days.

As long as your account exists. When you delete the account, its Prima Invoice data is removed from the database straight away. Copies can remain in backups until those backups are replaced: daily copies after 7 days, the Google Drive copies after 14 days, weekly copies after about 4 weeks and monthly copies after about 3 months.

Anyone who has its link, which is why the link contains a long random code that is practically impossible to guess. Online invoices are hidden from search engines. Share the link only with your client.

We use Google Analytics to see which pages help people. It never receives what you type into an invoice. Visitors in the European Economic Area, the United Kingdom and Switzerland are asked first, and analytics stays off unless they allow it. Anyone can change the choice with Cookie settings in the footer.

Pro accounts can export documents, clients and products to CSV files, and you can export your whole account before deleting it. Free generator drafts can be exported as JSON files.

Sign in, open your account settings and choose the option to delete your account. Deletion is self-service and permanent, so export your data first if you may need it later.

All of your Prima Invoice data: business profile, logo, clients, products, documents, payments recorded, recurring schedules and reminders. Online invoice links you sent stop working. Your sign-in identity (your email address in the login service Creativism shares across its products) is kept; to have it erased too, email hello@primainvoice.com from that address. Drafts in the free generator live in your browser, so remove them by clearing your browser's site data.

No. Recurring schedules and reminders are deleted with the account, so nothing more is sent on your behalf.