Free Invoice Generator

How to make an invoice in a few minutes

You can create an invoice for free with the form above. Everything you type appears in the preview straight away, so you see the finished invoice before you download it. Think of it as a simple invoice builder: one form, one preview, one PDF.

1. Add your business name, logo and contact details. A tax ID field is there if your clients need it.
2. Enter the client you are billing, then check the invoice number, the issue date and the payment terms. The due date follows the terms, or you can pick a custom date.
3. List each product or service with a quantity and a unit price. Line amounts, the subtotal and the total update as you type.
4. Add your own tax, such as VAT, GST or sales tax, and a discount if you offer one. Choose the currency, the number and date format, and one of four styles.
5. Paste your own Stripe or PayPal payment link if you want to be paid online, then select Download PDF or Print.

The PDF has selectable text, so your client can copy the invoice number or the amount, and the payment link in it can be clicked. Long invoices continue on extra pages and the table header repeats at the top of each page.

What to put on an invoice

The rules for invoices depend on your country, and your tax office has the final word. As a common baseline, the UK government lists these details for a standard invoice:

• a unique invoice number
• your business name, address and contact information
• the name and address of the customer you are invoicing
• a clear description of what you are charging for
• the date the goods or service were provided and the date of the invoice
• the amounts being charged, any VAT and the total amount owed

This invoice maker has a field for each of these points. Use the notes box for anything extra, such as a purchase order number or the dates of the work, and the payment terms box for bank details or a late fee policy you have agreed with the client.

Taxes, discounts and any currency

Taxes are entered by you. Prima Invoice does not apply the tax rules of any country, because they change and depend on your situation. You type the tax name and the rate, for example VAT 20% or GST 10%, and the generator does the maths. You can add up to two taxes on the same invoice, such as a federal and a provincial tax, and both are calculated on the same amount, never on top of each other.

If some items are taxed at a different rate, tick the option for a different tax rate on some lines. A line with its own rate, including 0 for a tax-free item, is taxed only at that rate. Discounts can be a percent or a fixed amount and are taken off before tax.

You can bill in any ISO 4217 currency. Each currency keeps its own number of decimals: Japanese yen has none, US dollars have two and Bahraini dinars have three. Choose 1,234.56 or 1.234,56 for numbers and DD/MM/YYYY or MM/DD/YYYY for dates, so the invoice reads naturally for your client.

Payment terms and due dates

Pick Due on receipt, Net 7, Net 15 or Net 30, or set your own due date. Net 30 is commonly written on an invoice to show that it must be paid within 30 days. Whatever you choose, agree it with your client before you start the work and put it on every invoice.

If you work with UK businesses, note the government guidance: when no payment date is agreed, a commercial payment is usually late 30 days after the customer gets the invoice or after you deliver the goods or service, whichever is later.

Get paid online with your own payment link

Paste a Stripe Payment Link, a PayPal.Me link or a PayPal payment link from your own account. The PDF then shows a Pay online button and the link itself, and your client pays you directly. Prima Invoice never handles the money and never asks for your payment login.

Stripe Payment Links can have a fixed price or let the customer choose the amount, so the generator always reminds you to check that your link matches the invoice total. For PayPal.Me, it can add the total to the link for you.

Your invoice stays on your device

The form saves itself in this browser as you type, so a closed tab does not lose your work. Your invoice details, logo included, are not uploaded: the PDF is built on your device. The only files the page fetches are fonts for the PDF.

Because the draft lives in this browser only, export a JSON copy when you want to keep an invoice or move it to another computer, then import it there. Clear form and saved data removes everything in one click.

From quote to invoice to receipt

The same form makes four documents. Start with a quote or an estimate, turn it into an invoice when the client agrees, and make a receipt when they pay. Every item, tax, discount and the total carry over, and the number keeps its sequence, so QUO-0007 becomes INV-0007. Use the type buttons at the top of the form, or open the quotation maker, the estimate maker or the receipt maker below.

Invoice numbers that stay in order

Every invoice needs its own number, and the UK checklist above starts with exactly that: a unique identification number. The generator suggests INV-0001 for a fresh form. Keep a simple pattern and never reuse a number, even when an invoice is cancelled, so your bookkeeping and your client's accounts payable team can always match a payment to one document.

Popular patterns are a plain sequence (INV-0042), a year plus sequence (INV-2026-0042) or a short client code (INV-ACME-007). Pick one and keep it. Because this free tool has no account, it cannot know which number you used last on another device; export each invoice as JSON, or note the last number somewhere safe.

Pick a style, paper size and layout

Four looks are built in. Classic is black and gray with a light table header. Modern uses a violet header and total. Minimal drops every fill and keeps thin lines, which suits printing on an office laser printer. Bold adds a dark band at the top and a dark table header for a confident, branded feel. Switch between them at any time; your content never changes.

Choose A4 or US Letter for the PDF. On your first visit it picks US Letter when your browser language is American or Canadian (for example en-US or fr-CA) and A4 everywhere else, and you can change it. Print uses the paper size set in your browser's print dialog, and the print layout hides the form, buttons and menus so only the document appears on paper.

When a client pays late

Clear terms prevent most late payments, but not all of them. In the UK, a business can claim statutory interest on a late commercial payment: 8% plus the Bank of England base rate for business to business transactions, unless the contract sets a different rate. The government also lists fixed debt recovery sums of £40, £70 or £100 depending on the size of the debt.

GOV.UK advises sending a new invoice if you decide to add interest. With this generator, duplicate the overdue invoice by exporting it as JSON, import it, give it a new number, add an interest line with the amount you worked out, and note the original invoice number in the notes. Across the European Union, the current late payment directive sets a default period of 30 calendar days after the debtor receives the invoice when no date is agreed, and a minimum fixed compensation of EUR 40. These are summaries; read the official pages or ask an adviser before you claim anything.

Billing clients in other countries

Freelancers and agencies often bill abroad. Choose the client's currency so they see the exact amount they owe, and keep your own records in that currency too. The currency list follows ISO 4217, maintained by SIX, the official maintenance agency that publishes the code lists free of charge. Rarely used fund codes are left out of the picker so the list stays readable.

A PDF invoice is accepted by many clients and tax offices; Australia's tax office, for example, says a tax invoice can be issued by emailing it as a PDF. It is not the same thing as a structured e-invoice. The European Commission defines eInvoicing as the structured electronic exchange of invoice data that allows automatic processing, so if a client or a public body requires e-invoices in a specific format, this generator is not the right tool for that client.

Works on a phone or tablet

The form is designed for small screens as well as laptops. Each line item becomes a compact card, the preview sits below the form, and a Preview link jumps straight to it. On a phone, Download PDF saves the file the way your browser handles downloads, usually in the Downloads folder or the Files app. If a very old or low-memory device cannot create the PDF, the page says so and offers Print or save as PDF, which uses the browser's own printing instead.

Common invoicing mistakes to avoid

• Sending the invoice weeks after the work, when the client has already moved on.
• Missing purchase order numbers that a corporate client's finance department requires before approving payment.
• Wrong legal entity names, which can get an invoice rejected by accounts payable.
• Arithmetic errors in spreadsheets, especially with discounts and several tax rates.
• No due date, or terms the client never agreed to.

Invoicing promptly, double-checking the client details and letting the generator do the arithmetic removes most of these problems.