How to create an invoice (step-by-step)
To create an invoice, put your business and client details at the top, list each item with a quantity and rate, add tax, and show a clear total with a due date — then send it as a PDF.
The SendBilling team builds invoicing software for freelancers and small businesses, and writes about invoicing, getting paid, and the money side of independent work.
An invoice is a request for payment. The fastest way to make one is to fill in a free invoice generator — you add your details, the client, and the work, and it produces a clean PDF you can email in about a minute. The steps below explain each part so your invoice is complete and gets paid without back-and-forth.
What an invoice is
An invoice records a sale and asks the client to pay for it. It is different from a quote (an estimate before work starts) and from a receipt (a confirmation after payment lands). A good invoice answers three questions at a glance: who is billing whom, what the charge is for, and when and how to pay.
How to create an invoice, step by step
- Add your business details. Your name or business name, email, address, and logo if you have one. This is who the money is owed to.
- Add the client’s details. Their name and billing address, and a contact email so the invoice reaches the person who actually pays.
- Give it a unique invoice number. Sequential is simplest — INV-001, INV-002. It lets both sides reference the exact invoice later.
- Set the issue date and a due date.A due date is the single biggest factor in getting paid on time. “Due on receipt” or “Net 15” beats leaving it blank.
- List your line items. One row per product or service, each with a short description, quantity, and rate. Let the tool total each row for you.
- Add subtotal, tax, and total. Show the subtotal, any tax as its own line, and the final amount due so the math is transparent.
- Add payment terms and instructions. How to pay (bank details or a pay link), the due date again, and any late-fee note.
- Download and send. Export a PDF and email it, or send a link the client can open and pay.
Skip the setup
Fill in the fields once and download a clean, watermark-free PDF invoice — no account needed.
Create an invoice freeA sample invoice
Here is what a simple service invoice looks like once the pieces come together:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website copywriting | 1 | $900.00 | $900.00 |
| Editing hours | 3 | $70.00 | $210.00 |
| Subtotal | $1,110.00 | ||
| Tax (8%) | $88.80 | ||
| Total due | $1,198.80 | ||
What every invoice should include
- Your business name, email, and address
- The client’s name and billing address
- A unique invoice number
- Issue date and due date
- An itemized list with quantity and rate
- Subtotal, tax, and total due
- Payment terms and how to pay
If you bill the same trade repeatedly, a profession-specific invoice template gives you the right line items to start from.
Common mistakes to avoid
- No due date.“Whenever” gets paid whenever. Always set one — and see our guide to invoice payment terms to pick the right one.
- Reused invoice numbers. Duplicates make it impossible to reconcile who paid what.
- Vague line items.“Consulting” invites questions; “Consulting — 4 hrs strategy call” does not.
- No payment instructions. If the client has to ask how to pay, you have added a delay.
FAQ
Frequently asked questions
What is the easiest way to create an invoice?
Fill in a free invoice generator: add your details, the client, line items, and tax, then download a PDF. It takes about a minute and needs no account.
Do I need special software to make an invoice?
No. You can use a template in a document editor, but an online invoice generator does the math for you and produces a clean PDF you can email straight away.
What should the invoice number be?
Any unique, sequential value works — INV-001, INV-002, and so on. The point is that no two invoices share a number so you and the client can reference them later.
How do I add tax to an invoice?
Add a tax line as a percentage of the subtotal (or per line item, if your rules require it), then show the tax amount and the final total separately so the client can see how you got there.
Make your first invoice now
Add your details, line items, and tax, then download a professional PDF — free, no signup, no watermark.
Open the free invoice generator