Create professional invoices, preview in real-time, and download as PDF -- free, no signup required.
| Description | Qty | Unit Price | Amount |
|---|
This free tool lets freelancers, contractors, and small business owners create professional PDF invoices in minutes. Fill in your details on the left panel, watch the live preview update on the right, and download a polished PDF when you are ready. No account or signup is needed, and nothing is sent to a server -- your data stays in your browser.
Begin by entering your business name, address, and contact information in the "From" section. Then fill in your client's details in the "To" section. Assign a unique invoice number (many freelancers use a format like INV-001 or the year plus a sequence, such as 2026-0015). Set the invoice date and the due date, then add line items with descriptions, quantities, and unit prices. The tool calculates subtotals, tax, and the grand total automatically.
Every invoice should include these essential elements: your business identity and contact information, the client's name and billing address, a unique invoice number for record-keeping, the issue date and payment due date, an itemized list of services or products with quantities and rates, a subtotal, any applicable tax or discount, the total amount due, and your accepted payment methods or instructions. Missing any of these can delay payment or create confusion during tax season.
Net 30 means payment is due within 30 days of the invoice date. Net 15 and Net 60 are shorter and longer alternatives. Due on Receipt means payment is expected immediately. Some freelancers offer early payment discounts such as "2/10 Net 30," meaning the client gets a 2% discount if they pay within 10 days. Choose terms that match your cash flow needs and your industry norms.
Send invoices promptly -- the sooner you invoice, the sooner you get paid. Use consistent numbering so you can track outstanding payments easily. Always keep a copy of every invoice for your tax records. If a client is late, send a polite reminder on the day after the due date, and consider adding a late fee clause (typically 1-2% per month) to your contracts to discourage slow payments.
Include a late fee policy in your contract before you start work. Common structures are a flat fee (e.g., $25) or a percentage of the outstanding balance (e.g., 1.5% per month). Always state the late fee terms on the invoice itself so the client is aware. Check your local regulations, as some jurisdictions cap the interest rate you can charge.
It depends on your location and the type of work. In the US, most services are not subject to sales tax in most states, but tangible goods usually are. Some states tax certain digital services. Consult your state's tax authority or an accountant to determine your obligations. If you do collect tax, list it as a separate line so the client sees the breakdown.
Any consistent sequential format works. Popular choices include simple numbers (001, 002, 003), year-prefixed numbers (2026-001), or client-coded numbers (ACME-001). The key is that every invoice number is unique and never reused, which makes bookkeeping and tax filing straightforward.
PDF is the industry standard because it preserves formatting across all devices and cannot be easily edited by the recipient. It also looks professional and is universally supported. Avoid sending invoices as editable Word documents, as they can be altered and may render differently on the client's computer.
The IRS recommends keeping tax records, including invoices, for at least three years from the date you filed the return. Many accountants suggest seven years to be safe, especially if you are self-employed. Digital copies stored in cloud backup are the easiest way to maintain long-term records without physical clutter.