What a complete invoice should include
An invoice is a request for payment and, in most countries, a tax document. The exact legal requirements vary, but the elements below are expected almost everywhere and the generator has a field for each of them:
- The word "Invoice" and a unique, sequential invoice number.
- Your business name and contact details, and your tax or registration number if you are registered (add it to the address field).
- The client’s name and address.
- The issue date and the due date, or payment terms such as "Net 14".
- A description of each item or service, with quantity, rate and amount.
- Subtotal, any discount, tax at the applicable rate, and the total due with the currency.
- How to pay: bank details, a payment link or accepted methods, in the payment terms field.
Numbering, dates and payment terms
Invoice numbers must be unique and should be sequential, because tax authorities and auditors look for gaps. A simple pattern such as INV-0001 works; some businesses add the year (2026-001) so the sequence resets annually. The "Next number" link increments whatever pattern you use. Keep a record of the last number used, since this tool does not keep a history beyond the current draft.
Set the due date deliberately. "Net 14" or "Net 30" are standard, and shorter terms get paid faster. Say exactly what you expect in the payment terms field: the due date, accepted payment methods, your bank details or payment link, and what happens if payment is late. A specific sentence such as "A 2% late fee applies to balances unpaid after 30 days" is clearer than "late fees may apply".
Tax and discounts done correctly
Whether you need to charge tax depends on your registration and your client’s location. If you are registered for VAT, GST or sales tax, enter the rate and show your registration number on the invoice. If you are not registered, leave the tax rate at zero rather than adding a vague percentage. For international clients the tax treatment can differ from domestic sales, so check with an accountant before applying a rate you are unsure of.
Discounts are applied before tax, which is the standard treatment: the client pays tax on what they actually owe. If you offer an early-payment discount, it is usually clearer to show the full amount on the invoice and describe the discount in the terms, since the discounted amount only applies if the client meets the deadline.
How the PDF and the draft work
The PDF is generated in your browser from the same figures shown in the preview, using vector text rather than a screenshot, so it is small, prints sharply and can be searched. Standard PDF fonts cover Latin letters and the common currency symbols; for currencies whose symbol is outside that range, such as the Indian rupee, the PDF shows the currency code (INR) instead of the symbol so that it never prints as a broken character.
Your draft, including the logo, is saved automatically to your browser’s local storage so it survives a refresh or an accidental tab close. It is never sent anywhere. The Clear button removes the draft and starts a fresh invoice. If you share a computer, clear the draft when you are done. The hourly rate calculator can help you set the rate for time-based line items, and the percentage calculator is handy for working out a discount before you enter it.
Common mistakes
- Reusing an invoice number. Duplicate numbers confuse clients and bookkeeping. Use the "Next number" link or keep a log.
- Vague descriptions. "Services" invites questions. "Homepage redesign, 2 rounds of revisions, delivered 14 Oct" gets paid.
- Missing payment details. If the client has to email you to ask how to pay, payment is delayed by at least a day.
- Wrong currency. Agree the currency in the contract and match it on the invoice. The currency selector formats every amount consistently.