How to Create an Invoice Online for Free

In the "Who is this from?" field, enter your business name or your own name, followed by useful contact details. Under Bill To, add the customer’s name and billing details. Use Ship To when a separate delivery address is relevant.

You can also select "Add Your Logo" to include your business logo. Keep it clear and reasonably sized so the invoice remains easy to read.

Note: If you start from a ready-made template, review every sample field carefully. Ensure no example company names, dummy addresses, or placeholder bank details remain in the finished invoice.

Enter a unique invoice number in the field beside the number sign. A simple format such as INV-001 can make your files easier to recognise.

Set the Date to the correct invoice date. Then enter the Due Date based on your agreement with the customer. Use Payment Terms to explain the agreed timing of payment. If relevant, add the customer’s purchase order reference under PO Number.

Do not leave example dates unchanged. Check the dates together so they describe the payment schedule you actually agreed on.

Open the Currency menu beside the invoice and choose the currency agreed with your customer.

Check this before entering all your prices. A currency symbol alone can sometimes be unclear, especially when working with customers in other countries.

Note: Selecting a currency modifies the billing symbol; it does not automatically convert prices via live exchange rates. Enter the exact agreed amounts for your intended currency, then check the currency shown in the downloaded file.

In the item table, enter a description, quantity, and rate. Use "+ Line Item" to add another row.

Write descriptions that explain the work clearly. Instead of “Design work,” you could write “Homepage design for a five-page business website.”

For example:

This example uses USD and does not include tax, discounts, shipping, or earlier payments. Check each displayed amount against the quantity and rate. Remove any sample or unused rows before downloading.

The default invoice includes Tax, Discount, Shipping, and Amount Paid options. Use only the adjustments that apply to your transaction.

Check your applicable tax requirements separately rather than copying a sample rate from a template.

If the customer already paid part of the bill, enter that payment under Amount Paid. For example, a $350 total with $100 already paid leaves a $250 balance. Recording an amount here does not collect money or confirm a bank transfer. Enter only payments you have checked. Review the subtotal, adjustments, total, and Balance Due together.

Use Notes for helpful information about the order or project. Use Terms for agreed payment instructions or other relevant conditions. Keep the wording short and clear.

“Please include invoice number INV-001 with your payment.”

Note: If you include bank details, check them carefully. Never add passwords, card PINs, or one-time security codes. Make sure the instructions match what you agreed with your customer. Avoid adding new charges or conditions without discussing them first.

Before downloading, review the invoice from top to bottom. Check names, contact details, dates, descriptions, amounts, and payment instructions. Look for missing text and sample information.

Under Format, choose PDF or PNG, then select Download Invoice. You can also use Print Invoice if you need a printed copy.

Open the downloaded file and check that everything is readable. Give it a clear name, such as INV-001-ClientName.pdf. You can then attach it to an email or send it through your usual messaging app.