Free Invoice Generator

How to make an invoice

The invoice above is already set up with sensible defaults. Work through it top to bottom; the preview and totals update as you go.

Add your business details. Your name or company name, address, email and, if you have one, your tax or VAT number. Upload a logo (PNG, JPG or SVG) if you want it in the header.
Add the client. Who you are billing and their address. If the goods go to a different place, add a separate ship-to address. Clients you have billed before autocomplete as you type.
Check the number and dates. The invoice number is filled in for you and counts up with every new invoice. Pick payment terms such as Net 30 and the due date is set automatically. If the client gave you a purchase order number, add it too.
List what you are billing for. One line per product or service, with quantity and unit price. Descriptions you have used before autocomplete.
Set tax, discount and shipping. Choose no tax, one rate on the total, or a rate per line. Add a discount as a percentage or a fixed amount, plus shipping and any deposit already received.
Tell the client how to pay. Bank details, a payment link or check instructions go in payment details; anything else goes in notes or terms & conditions.
Download the PDF. You get a real PDF with sharp, searchable text, ready to email or print. Your invoice is already saved in this browser.

For a longer walkthrough with examples, read how to make an invoice.

What to include on an invoice

The exact rules depend on your country and on whether you charge tax, but invoices that get paid without back-and-forth tend to have the same parts:

The word “Invoice”: so nobody mistakes it for a quote or a receipt.
A unique invoice number: sequential and never reused, so you and the client can refer to it. See how to number invoices.
Invoice date and due date: when you issued it and when you expect to be paid.
Your details: business name, address, contact information and any tax registration number.
The client’s details: name, billing address and their PO number if they use one.
Line items: a clear description, quantity, unit price and amount for each item.
Totals: subtotal, discount, tax shown on its own line, shipping and the amount due.
Payment terms and instructions: how and when to pay, and any late-payment terms you agreed.

If you are registered for VAT in the EU or UK, a VAT invoice must also show your VAT number, the net amount, the VAT rate and the VAT amount. In the US, sales tax is set by state and local rules, so check what applies where you sell. For anything else your clients ask for, such as their VAT number or a service date, add a custom field.

New to invoicing? Start with what an invoice is and when you need one.

Payment terms at a glance

Payment terms tell the client when the invoice is due. Choose one in the form and the due date is calculated from the invoice date, or pick a custom date.

Term	When payment is due	Often used for
Due on receipt	As soon as the invoice arrives	One-off jobs, new clients, small amounts
Net 7, Net 14, Net 15	7, 14 or 15 days after the invoice date	Freelancers and small businesses that want faster cash flow
Net 30	30 days after the invoice date	The usual default between businesses
Net 45, Net 60, Net 90	45, 60 or 90 days after the invoice date	Large companies with longer payment cycles
End of month	The last day of the month the invoice is dated	Clients that pay suppliers in a monthly run

Shorter terms usually mean faster payment, but whatever you choose, agree on it before the work starts so the invoice holds no surprises. More in what Net 30 means.

A free invoice template that does the math

A blank invoice template in a word processor or spreadsheet works, but you do the arithmetic, keep track of the last number you used and save a new copy for every client. Here the form is the template: line totals, tax, discounts and the balance due calculate themselves, the number counts on, and every invoice is kept in one list.

Make it look like your business. Choose from four designs, Classic, Modern, Minimal and Japanese (和文), then pick any accent color and A4 or US Letter paper. Every label on the invoice can be edited, so “Qty” can become “Hours” and “Bill to” can become “Client”. The document language (English, Japanese, Spanish or German) is separate from the language of this site, and numbers follow it. You can also print the total in words, which some clients expect.

Billing for something other than a finished sale? Use the receipt maker after you are paid, the quote generator before the work starts, or a proforma invoice when a buyer needs one in advance. There are also ready-made layouts for freelancers and hourly work.

Your invoices stay on your device

KeenInvoice runs entirely in your browser. Client names, prices and bank details are stored in your browser’s own storage and never uploaded to a server, and the PDF is made on your device. Details are in our privacy policy.

Every invoice saves as you type, so you can close the tab and pick up where you left off. Click New to start the next one: your business details, logo, currency, tax settings, payment details and design carry over, and the number counts on (INV-0009 becomes INV-0010).

Everything you make is listed in My documents. Search it, mark invoices as sent, paid or overdue, duplicate an old invoice as a starting point, or export a CSV for your bookkeeping. Because nothing is kept in the cloud, clearing your browser data also clears your invoices, so export a backup file now and then and keep it somewhere safe.

Questions people ask

Is this invoice generator really free?

Yes. There is no paid plan, no sign-up and no watermark on the PDF, and you can make as many invoices as you need.

Do I need an account?

No. There is nothing to sign up for. Your invoices are saved in the browser you use, so they are still there when you come back.

Where are my invoices stored? Can anyone else see them?

They are stored only in your browser, on your device. Nothing you type is uploaded, so we never see your invoices or your clients’ details. See the privacy policy.

How do I move my invoices to another computer or phone?

Open My documents, export a backup file, then import it in the browser on the other device. Do the same before you clear your browser data, which would otherwise delete your invoices.

Can I add my logo?

Yes. Upload a PNG, JPG or SVG and it appears in the invoice header. It carries over to every new invoice you start.

Does it handle VAT, GST and sales tax?

Yes. Apply one rate to the total or a different rate per line with a breakdown by rate, and mark prices as tax-inclusive if that is how you quote them. You can name the tax VAT, GST, sales tax or anything else; which rate to charge depends on where you and your client are.

Which currencies can I use?

Any currency. Amounts are formatted the way they are written in the document language, and you can add the amount in words.

Can I make an invoice on my phone?

Yes. The generator works in mobile browsers, and the PDF downloads to your phone so you can send it by email or a messaging app.

Is a PDF invoice legally valid?

In most places, yes, as long as it contains what your local rules require, such as a unique number, dates, both parties’ details and any tax breakdown. Some countries require business invoices to go through a government e-invoicing system, for example Italy’s SDI, Mexico’s CFDI or Brazil’s NF-e, and a PDF does not replace that. Check what your country requires.

Can I change the labels on the invoice?

Yes. Every label is editable, so you can rename “Qty” to “Hours” or “Invoice” to “Tax invoice”. The document language can be set to English, Japanese, Spanish or German regardless of the site language.

How do I mark an invoice as paid?

Enter what you received in Amount paid and the balance due updates; once it is paid in full, the PDF shows a PAID stamp. You can also set the status to paid in My documents.

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