What to put on an invoice
Requirements vary by country, but a complete invoice nearly everywhere carries the same core details. Include all of these and your client's accounts team has no reason to send it back:
- Your business name and contact details, plus your tax or VAT number if you are registered.
- Your client's name and address.
- A unique invoice number - sequential numbers such as INV-0042 make records easy to keep. The generator moves to the next number when you start a new invoice.
- The issue date and when payment is due. Choose payment terms and the due date is worked out for you.
- A line for each product or service, with quantity, rate and amount.
- Tax shown separately, with its rate, and the total due.
- How to pay - bank details, a payment link or accepted methods.
Invoice, quote or receipt?
| Document | When to send it |
|---|---|
| Quote (estimate) | Before the work, so the client can approve the cost. It is a proposal, not a request for payment. |
| Invoice | After the work or delivery, asking to be paid by the due date. |
| Receipt | After you have been paid, as proof of payment. |
Switch between them at the top of the form; the title, wording and totals line change to match.
Your details stay on this device
Online invoice tools usually ask you to create an account and keep your client list on their servers. Here the PDF is assembled in your browser, with the font embedded so accented and Cyrillic names print correctly. With Remember my details on, your business details, logo, currency and notes are saved in this browser only, so the next invoice takes seconds; switch it off, or use Clear everything, and nothing is kept.
This generator makes the document. Check with an accountant for the rules that apply to your business - some countries require specific wording or electronic invoicing for certain clients.
How your files stay private
Most free converters upload your file, process it on their server and send the result back - so a copy of it passes through somebody else's machine. This page does all of the work in your browser instead. The files you choose are read into memory on your own device, processed there and handed back as a download; none of their contents is transmitted. You can switch off Wi-Fi after the page has loaded and it keeps working.