Free Professional Invoice Generator
How to Use this Invoice Maker or Generator? — Complete Step-by-Step Guide
Create a professional, legally credible invoice for any business in minutes — free, no account, no software. This tool generates fully formatted invoices with your company logo, itemized billing, tax calculations, payment status, bank details, and a choice of six professional designs ready to print or save as PDF.
What Is a Business Invoice?
An invoice is a formal request for payment issued by a seller to a buyer after goods have been delivered or services have been completed. Unlike a quotation (which is a price offer sent before work begins), an invoice is a binding document that records an established financial obligation.
A professional invoice typically includes:
- Unique invoice number for tracking and accounting
- Invoice date and payment due date
- Seller and buyer details
- Itemized list of goods or services with quantities and prices
- Subtotal, taxes, discounts, and total amount due
- Bank details and payment instructions
- Terms and conditions
This tool creates invoices suitable for:
- Billing clients after completing a project or delivering goods
- Monthly recurring billing for services
- Requesting payment for partial or staged deliveries
- Providing a record of a completed transaction
- Formal tax-compliant billing documentation
Before You Start — What You Will Need
Gather this information before opening the tool to make the process faster:
Your company details:
- Company name, full address, phone, email, website
- Tax / NTN / VAT registration number
- Your company logo (PNG with transparent background preferred)
- Bank account name, bank name, and IBAN / account number
- Authorized signatory name and designation
Client details:
- Client’s name or company name
- Contact person name and designation
- Billing address, phone, and email
- Client’s tax / NTN number (if required for B2B invoicing)
- Shipping address (if different from billing address)
- Their Purchase Order number (if they issued one)
Invoice details:
- Invoice number (auto-generated, you can customize)
- Invoice date (auto-filled as today)
- Payment due date (auto-filled as 30 days from today)
- Whether any amount has already been paid (advance or deposit)
- Applicable discount percentage and tax / VAT rate
Step-by-Step Instructions
Step 1 — Company & Client Information
This is the most detailed step because an invoice requires more legal and financial information than a quotation. Take your time here — these details appear throughout the invoice.
Upload Your Company Logo
At the top of Step 1, click “Upload Logo” and select your logo image file. PNG, JPG, SVG, and WebP formats are all accepted up to 3MB. A thumbnail preview appears immediately so you can confirm the correct file was selected.
Click “✕ Remove” if you need to replace it with a different file.
Tip: A PNG file with a transparent background looks best across all six invoice designs, especially the dark-header Executive and Bold Red layouts where a white-background logo would show a visible box.
If you do not have a digital logo file, simply skip this step — the tool will display your company name in bold text wherever the logo would appear.
Your Company Information (From)
These fields populate the “From” or sender section of the invoice:
- Company / Business Name (required) — Your registered business name exactly as it appears in legal documents.
- Tagline / Business Type — A one-line description such as “IT Services & Consulting” or “Construction & Civil Engineering.” Appears beneath your company name.
- Address — Your full office or registered business address including city and country.
- Phone, Email, Website — Contact details printed on the invoice for the client’s reference.
- Tax / NTN / VAT Number — Your business tax registration number. This is often legally required on invoices — include it if your business is registered.
Invoice Details
- Invoice Number (required) — Auto-generated as INV-YYYY-MM-001 (e.g. INV-2025-07-001). Edit this to match your own numbering sequence.
Maintaining sequential invoice numbers is important for accounting and audit purposes. - Invoice Date (required) — Automatically set to today’s date. This is the official date the invoice is issued.
- Due Date (required) — Automatically set to 30 days from today. Change this to match your agreed payment terms with the client. For example: if the invoice is dated 1st July, a Net 30 due date would be 31st July.
- Currency (required) — Select the billing currency. Options include PKR, USD, EUR, GBP, AED, SAR, INR, CAD, AUD, SGD, and Other. All amounts and the Balance Due in Words will use this currency.
- PO / Reference Number — If your client issued a Purchase Order (PO) before placing the order, enter the PO number here. It appears on the invoice and helps both parties cross-reference documents during payment processing. This is especially important for corporate and government clients.
- Project / Job Description — A brief label for the work being invoiced, such as “Website Redesign Project” or “Office Fit-Out Phase 1.” Helps both the client and your accounts team quickly identify the invoice.
Invoice Status
Select the current payment status of this invoice. It appears as a color-coded badge on the printed invoice:
| Status | Color | When to Use |
| 🔴 Unpaid | Red | Default — the invoice has just been issued and no payment has been received |
| ✅ Paid | Green | Payment has been received in full — useful for issuing receipt-style invoices or keeping a paper trail |
| 🟡 Partially Paid | Amber | A deposit or partial payment has been received but a balance remains outstanding |
| 🟣 Overdue | Purple | The due date has passed and the client has not paid — helps when sending overdue reminders |
| Industry | What Gets Pre-Filled |
| 🛋 Interior Design/strong> | Furniture sets, wall paint, false ceiling, flooring, curtains, design fee |
| 🏗 Construction | Excavation, RCC work, masonry, plastering, electrical, plumbing, supervision |
| 💻 IT / Technology | Website development, app development, hosting, SEO, software licenses, IT support |
| 🖥 Electronics & PC | Laptops, printers, switches, UPS units, monitors, CCTV system, cabling |
| 📣 Marketing & Ads | Logo design, social media management, Google Ads, video production, content writing |
| ⚖️ Legal Services | Consultation hours, contract drafting, company registration, trademark, court fees |
| 🏥 Healthcare | Medical equipment, patient monitors, surgical instruments, annual maintenance |
| 🎓 Education | Training programs, e-learning modules, workbooks, certification fees, LMS setup |
| 🎪 Event Management | Venue, catering, AV equipment, photography, event coordination, decoration |
| 🏠 Real Estate | Commission, property marketing, legal documentation, valuation, tenant screening |
| 🍽 Catering & Food | Per-head meal packages, beverages, serving staff, crockery, kitchen charges |
| 💼 General Business | Blank rows for any custom product or service |
Important: The pre-filled quantities and prices are sample values based on common market rates. You must review and update every item to reflect your actual charges before sending the invoice to your client.
Editing the Line Items Table
After selecting your industry, the table fills with 8 sample rows. Each row has five editable columns:
- Description — The name of the product or service. Click the field to edit. Be specific and clear — “Dell Latitude 5540 Laptop, 15.6″, Core i5 12th Gen, 8GB RAM, 256GB NVMe SSD” is better than just “Laptop.”
- Unit — The billing unit (e.g. Unit, Hour, Sqft, Person, Month, Day, LS for Lump Sum). Change to match how you actually charge.
- Qty — The number of units delivered or hours worked.
- Unit Price — Your price per unit. Enter a number only — no currency symbol needed.
- Amount — Calculated automatically as Qty × Unit Price. This field cannot be edited manually.
To add a new row: Click “+ Add Line Item” below the table. A blank row appears. Fill in all fields.
To delete a row: Click the red ✕ button on the right side of any row. Remaining rows renumber automatically.
Tip: For long invoices with many different categories, use the Description field to add separator labels such as “—— CIVIL WORKS ——” or “—— PROFESSIONAL SERVICES ——” with zero quantity and zero price. These act as visual section headers in the printed invoice.
Totals, Discount, Tax & Amount Paid
The Totals Panel on the right side of the screen calculates everything live:
Subtotal — The sum of all line item amounts. Updates automatically as you type.
Discount (%) — Enter a percentage if you are giving the client a discount (e.g. 10 for 10%). The discount amount is deducted from the subtotal first.
Tax / VAT (%) — Enter your applicable tax rate. Tax is calculated on the after-discount subtotal. Common rates:
- Pakistan GST: 17
- UAE VAT: 5
- UK VAT: 20
- EU standard VAT: 19 to 25 (varies by country)
Shipping / Other — Enter any flat amount for delivery charges, freight, or additional costs not listed as line items.
TOTAL — The final invoice amount: Subtotal − Discount + Tax + Shipping.
Amount Paid — If the client has already paid a deposit or partial amount, enter it here. The tool will deduct it from the total to calculate the Balance Due.
BALANCE DUE — Displayed in red. This is the actual amount the client still owes: Total − Amount Paid. This is the most important number on the invoice.
Balance Due in Words — Displayed in the gold box below the totals panel. The balance due amount is written out in full (e.g. “One Hundred Twenty-Five Thousand Rupees Only”). This field changes automatically with every edit and uses the currency you selected in Step 1.
Tip: If the client has paid the full amount (invoice status = Paid), enter the full total in the Amount Paid field. The Balance Due will show as 0.00 and the Balance in Words will show “Zero Only” — confirming receipt of full payment.
Click “Next: Payment & Terms →” when your line items and totals are correct.
Step 3 — Payment Details, Terms & Notes
This step contains the critical information your client needs to actually make the payment.
Bank / Payment Details
These fields appear prominently on the invoice so the client can transfer payment:
- Bank Name — Your bank’s full name (e.g. “Habib Bank Limited” or “Standard Chartered Bank”).
- Account Title — The name registered on your bank account, exactly as the bank has it on file.
- Account / IBAN Number — Your complete account number or IBAN. Double-check this carefully — a single wrong digit means the payment goes nowhere.
- Payment Method — Select the preferred method: Bank Transfer / Wire, Cash, Cheque, Online Payment, Credit / Debit Card, or Mobile Wallet. This appears on the invoice as guidance for the client.
- Payment Terms — Select the agreed terms:
- Due on Receipt — Payment expected immediately upon receiving the invoice
- Net 15/30/45/60 Days — Payment due within that many days of the invoice date
- 50% Advance, 50% on Delivery — For staged payments
- Already Paid — For invoice records where payment was made simultaneously
- Late Payment Penalty — Enter any late fee clause (e.g. “2% per month on overdue balance” or “PKR 5,000 fixed penalty after 30 days”). This appears in the footer of the invoice and legally protects you if the client delays payment.
Terms & Conditions
A default set of standard terms is pre-written for you. Customize this text for your business. Consider including:
- The validity of any warranty or guarantee on your work
- Your refund or cancellation policy
- Who is responsible for customs duties, taxes, or import charges
- Dispute resolution clause (which court or jurisdiction applies)
- Whether partial delivery allows partial invoicing
Tip: Keep your terms concise and professional. Long, complex legal text is often ignored. A short paragraph that clearly states the key points — payment timeline, late fees, ownership of deliverables — is more effective.
Notes / Additional Information
Use this field for any important information that does not belong in the terms:
- “Please include Invoice No. INV-2025-07-001 in your payment reference.”
- “This invoice supersedes all previous estimates for this project.”
- “Goods remain the property of the seller until full payment is received.”
- “Receipt will be issued upon confirmation of payment.”
Authorized Signatory
- Signatory Name — The name of the person signing on behalf of your company.
- Designation — Their role (e.g. “CEO,” “Finance Manager,” “Director of Operations”).
A blank signature line with this name and title prints at the bottom of every invoice layout. Sign it by hand before sending to add authenticity and legal weight.
Click “Choose Layout →” when done.
Step 4 — Choose Your Invoice Layout & Export
The final step lets you choose how your invoice looks.
The Six Invoice Layouts
Six design cards are displayed with visual previews. Click any card to select it.
🖤 Executive Dark
A commanding, high-authority design with a solid black header containing your logo and company name on the left, and the invoice number in large white bold text on the right. A red gradient stripe separates the header from the body. The totals section features a black row for Total and a red row for Balance Due, making the outstanding amount impossible to miss. A dark footer runs along the bottom.
Best for: Large corporate invoices, high-value contracts, professional services firms, clients in finance and enterprise. Any situation where you want to project maximum formality.
🔴 Clean Professional
A clean white layout with a bold red “INVOICE” badge in the top-right corner. A red horizontal dividing line separates the header from three grey information cards displaying the client details, invoice particulars, and payment terms. The line items table has a solid red header row. The Balance Due appears in red at the bottom of the totals section.
Best for: General business invoicing, retail, product sales, service businesses. The most versatile and universally appropriate of the six designs — safe to use with any client.
⭕ Bold Red
The most visually striking design. A thick red stripe runs across the top. The word “INVOICE” appears in a very large, bold red typeface. A solid black information band displays the client name, invoice date, due date, and currency in white text on dark background. The footer bar is solid red. The Balance Due has a red accent left-border.
Best for: Marketing agencies, creative studios, media companies, electronics vendors, and businesses that want their invoices to stand out dramatically from standard white-paper invoices.
🗂 Modern Sidebar
A two-column layout where the left sidebar is solid dark charcoal/black and contains your logo, company details, invoice number, status badge, and payment terms. Two colored boxes prominently display the Total Invoice amount (in a red box) and the Balance Due (in a dark crimson box). The right panel is clean white with the line items and terms.
Best for: IT and technology companies, digital agencies, consulting firms, software vendors. The sidebar’s two-box total/balance display is especially powerful for invoices where a partial payment has been made — the client immediately sees both what was charged and what they still owe.
📄 Minimal Invoice
A classic, serif-typography design with traditional accounting invoice aesthetics. Simple ruled table lines, a small red accent bar beneath the “INVOICE” title, and minimal use of color. The totals section uses simple line-separated rows. The Balance Due appears as the final bold line in red.
Best for: Legal firms, financial advisors, accounting practices, auditors, real estate professionals, and any business where a conservative, traditional appearance is required or where clients print invoices in black and white.
🏢 Corporate Stamp
A formal, institutional design centered on a circular “OFFICIAL INVOICE” stamp element between your logo and the invoice number. A four-column meta band highlights the invoice number, date, due date, and currency. Client billing and payment details appear in two side-by-side boxes below. The totals section uses a light grey box.
Best for: Government suppliers, construction and infrastructure companies, healthcare equipment vendors, procurement submissions, and any tender or formal institutional invoicing where an official-looking stamp element adds credibility.
Previewing Your Invoice
Before printing, always click “👁 Preview” to see the complete invoice as it will appear when printed.
In the preview, check:
- That your company name and logo appear correctly at the top
- That the client name and billing address are accurate
- That all line item descriptions, quantities, and prices are correct
- That the subtotal, discount, tax, and total amounts are all correct
- That the Balance Due amount and the “in words” text match
- That the payment status badge shows the correct status (Unpaid / Paid / Partial / Overdue)
- That your bank details and payment terms are visible at the bottom
- That the signatory name and title are correct
If you find any error, click “✕ Close” to return, then use the “← Back” button to navigate to the relevant step and correct it.
Printing or Saving as PDF
When the invoice looks correct, click “🖨 Print / Save PDF“.
To save as a PDF (recommended):
In Google Chrome or Microsoft Edge:
- In the Destination dropdown, select “Save as PDF”
- Set Paper size to A4
- Set Orientation to Portrait
- Set Margins to Default
- Check “Background graphics” — this ensures dark headers, red stripes, the sidebar background, and all colored elements print correctly
- Click Save and select a folder on your computer
In Mozilla Firefox:
- Select “Save to PDF” or “Microsoft Print to PDF” as the printer
- Set paper to A4 Portrait
- Under Options, enable “Print Background Colors and Images“
- Click Print
To print to a physical printer:
- Select your printer from the Destination list
- Set A4 paper, portrait orientation
- Enable background graphics for layouts with colored headers
- Click Print
Tip: Always save the PDF before printing so you have a permanent digital record. Name the file consistently — for example, INV-2025-07-001_ClientName.pdf — to make it easy to find later.