An invoice is a document you send a customer to ask for payment for goods or services you have provided. A good invoice shows who you are, who is paying, what they are paying for, how much, by when and how. You can make one for free in a couple of minutes with an online invoice generator.
- The word “Invoice” at the top.
- A unique invoice number and the invoice date.
- Your business name, address and contact details.
- The customer’s name and address.
- Each item or service with quantity, price and line total.
- Discount, tax and the total to pay.
- The due date and how to pay.
Invoice, quote or receipt?
These three are easy to mix up, but each has its own job:
- Quotation (quote or estimate): sent before the work, so the customer knows the price and can agree. → Quotation generator
- Invoice: sent after the customer agrees or the work is done, asking them to pay.
- Receipt: sent after they pay, confirming the money arrived. → Receipt generator
If you deliver goods, a delivery note goes with them for the customer to sign — it lists what was delivered but shows no prices.
What to include on an invoice, and why
1. Your business details
Your business name, address, phone and email — and your logo if you have one. If you are registered for tax or have a company number, show it; in many countries it is required on invoices.
2. Invoice number and date
Every invoice needs its own number, so you and your customer can refer to it (“payment for INV-0012”). Never use the same number twice. The date is the day you issue the invoice; payment terms count from it.
3. The customer’s details
The name of the person or company paying, with their address. If the customer gave you an order or purchase order (PO) number, add it — big companies often won’t pay an invoice without one.
4. What you are charging for
One line per product or service, with a clear description, the quantity, the price for one, and the line total. “Website work” is vague; “Home page design, 1 page” is clear and avoids questions.
5. Totals: discount, tax and amount due
Show the subtotal, then any discount, then tax (for example VAT, GST or sales tax, with its rate), then the total. If the customer has already paid a deposit, show it and the balance still due.
6. When and how to pay
A clear due date (or terms such as “Net 14”) and the ways you accept payment — for example your bank name and account number, or a payment link. The easier it is to pay, the faster you get paid.
7. Terms and a thank-you (optional)
Short terms such as late-payment rules or a deposit policy, and a thank-you line. Keep them short: one or two lines is enough for most small businesses.
Example invoice
Here is what a simple invoice from a freelance designer to a café might contain:
| From | Northwind Studio · 12 Market Street · [email protected] |
|---|---|
| Bill to | The Corner Café · 4 Station Road |
| Invoice no. | INV-0012 |
| Invoice date | 5 October 2026 |
| Due date | 19 October 2026 (14 days) |
| Description | Qty | Price | Total |
|---|---|---|---|
| Logo design | 1 | $250.00 | $250.00 |
| Menu design (per page) | 2 | $60.00 | $120.00 |
| Print file set-up | 1 | $30.00 | $30.00 |
| Subtotal | $400.00 | ||
| Discount (10%) | −$40.00 | ||
| Sales tax (8%) | $28.80 | ||
| Total due | $388.80 | ||
Payment details: bank transfer to Northwind Studio, account 12345678, reference INV-0012. Terms: payment is due within 14 days of the invoice date.
Notice the order of the totals: the discount comes off first, and tax is worked out on the discounted amount ($360.00 × 8% = $28.80).
How to make an invoice in 2 minutes
These steps use the free TaskingMint invoice generator — no sign-up, and it works on your phone.
- Add your business details once Type your business name, address, phone, email and tax number (if you have one), and upload your logo. They are remembered in your browser, so next time they are already filled in.
- Add the customer Their name, address and contact details. Add an order or PO number if they gave you one.
- Choose the payment terms Pick Due on receipt, 7, 14, 30 or 60 days — the due date is worked out from the invoice date for you. Or choose Custom date.
- Add your items One line per product or service with quantity and price. Totals add up as you type. Add a discount and a tax (name and rate) if you need them, and use Already paid for a deposit — the invoice then shows the balance due.
- Say how to pay In Payment details, write your bank details or other payment method. Add short Terms & conditions if you like — tap a ready-made line such as “Payment is due within 14 days”.
- Download and send Check the live preview, then click Download PDF and send it by email or WhatsApp, or print it. For the next invoice, click New invoice: your details stay and the number goes up by one.
Make your invoice now
Free, no sign-up, any currency. Download a clean PDF in a minute.
How to number your invoices
- Use one simple sequence: INV-0001, INV-0002, INV-0003… The zeros keep them in order when sorted.
- Never reuse or skip around. Each number should point to exactly one invoice. Tax offices in many countries expect an unbroken sequence.
- Optionally add the year: INV-2026-001 makes it easy to see when an invoice was issued.
- Keep quotes and receipts separate: for example QUO-0001 for quotes and RCT-0001 for receipts (the TaskingMint generators do this for you), so nobody confuses them.
Payment terms, explained
| Term | Means | Good for |
|---|---|---|
| Due on receipt | Pay straight away | One-off jobs, new customers |
| Net 7 / Net 14 | Pay within 7 or 14 days | Most small businesses and freelancers |
| Net 30 | Pay within 30 days | Regular business customers |
| Net 60 | Pay within 60 days | Large companies that insist on it |
Shorter terms usually mean faster payment. For big jobs, ask for a deposit up front (for example 50%) and invoice the rest at the end.
How to get paid faster
- Send the invoice the same day you finish the work, while it is fresh in the customer’s mind.
- Make the due date impossible to miss: a clear date beats “Net 14” for many customers.
- Make paying easy: full bank details, a payment link, or both.
- Use the customer’s PO number when they have one — it stops the invoice getting stuck in their accounts team.
- Follow up politely a day after the due date: “Just a reminder that invoice INV-0012 was due yesterday.”
- Send a receipt when they pay. It looks professional and makes the next job smoother.
Common invoice mistakes
- No invoice number, or the same number used twice.
- No due date, so the customer pays “sometime”.
- Vague descriptions that lead to questions instead of payment.
- Missing payment details — the customer can’t pay even if they want to.
- Adding tax before the discount instead of after it.
- Sending an editable document instead of a PDF.
A note on tax: what an invoice must show (tax numbers, tax rates, wording) depends on your country and whether you are registered for tax. This guide covers good practice; for the exact rules, check with your local tax office or an accountant.
Questions people ask
What is the difference between an invoice and a receipt?
An invoice asks the customer to pay. A receipt confirms that you have been paid. You usually send the invoice first and the receipt once the money arrives.
What does “Net 30” mean on an invoice?
It means the customer should pay within 30 days of the invoice date. “Net 7” and “Net 14” work the same way, and “Due on receipt” means straight away.
Can I send an invoice by WhatsApp or email?
Yes. Download the invoice as a PDF and attach it to an email or a WhatsApp message. A PDF looks the same on every phone and computer and can’t be changed by accident.
Do I need to be registered to send an invoice?
In most places anyone who sells goods or services can send an invoice. Whether you must show a tax or registration number, or charge tax, depends on your country and your income — check with your local tax office.
What if the customer has already paid part of the invoice?
Show the amount already paid and the balance still due. In the TaskingMint invoice generator, type it in “Already paid” and the invoice shows the balance due automatically.
What if I made a mistake on an invoice I already sent?
Don’t quietly change the old one. Send a corrected invoice and tell the customer it replaces the first one. Some countries require a formal credit note, so check if you are tax-registered.
Related tools
- Invoice generator — free PDF invoices with your logo, any currency, tax and discounts.
- Quotation generator — send a quote first, then turn it into an invoice in one click.
- Receipt generator — confirm a payment with a PAID receipt.
- Delivery note generator — for goods, with signature boxes.
- Invoice template for freelancers — a ready example with wording you can copy.
- How to number invoices — formats and rules.
- Overdue invoice reminder — wording for when payment is late.