Free invoice generator, download yours now.
Create, customise, and download professional invoices in minutes — no sign-up needed. Fill it in on the left and watch the PDF build itself on the right.
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Your details
Invoice details
Payment will be due 03 Oct 2026.
Items
Shown at the bottom of the invoice and the PDF.
Payment
How should your client pay you? Optional — without it the invoice simply carries your terms.
Nothing about payment is printed beyond your notes.
Summary
PDF is free. Saving needs a free account.
How to create an invoice with Billsato
Creating a professional invoice takes less than two minutes with Billsato's free invoice generator. Here is how it works.
Enter your business details. Add your business name, address, email, and phone number. This appears at the top of every invoice you create, so your clients always know who the invoice is from.
Add your client's information. Fill in your customer's name, email, phone, and address. Accurate client details make sure the invoice reaches the right person and looks professional. If you ship somewhere else, tick “Ship to a different address” and add the delivery address.
List the items or services. Describe each product or service, its quantity, and its unit price. Billsato calculates each line and the subtotal automatically. Tick “Add descriptions” if a line needs more explanation than its name gives.
Set your tax rate and discount. Enter the tax rate for your region, or leave it at zero if the transaction is tax exempt. Apply a percentage or fixed-amount discount to the invoice, and the total updates as you type.
Add notes or a memo. Include payment instructions, terms such as “Net 30” or “Due on receipt”, or a short thank-you. Whatever you write appears at the foot of the finished invoice.
Check the live preview. The finished PDF is drawn beside the form and redraws as you type, so what you see is exactly the document you are about to send — no guessing, no generate step.
Download the PDF. Click Download PDF to save a print-ready A4 invoice. Email it to your client, file it for your records, or print it. Create a free account only if you want to keep the invoice and reuse the client next time.
What is an invoice?
An invoice is a formal document that a seller sends to a buyer to request payment for goods delivered or services rendered. It is a record of the transaction for both parties and an essential part of business accounting.
Invoices are not the same as receipts or bills. An invoice is sent before payment is made — it is a request. A receipt is issued after payment has been received. A bill is what the buyer sees; an invoice is what the seller sends. The same document, two perspectives.
Every business that sells products or services — freelancer, small business, or large enterprise — needs invoices to track revenue, manage cash flow, and keep accurate financial records for tax purposes.
What to include in an invoice
A complete invoice should contain the following:
Your business details: Business name, address, phone number, and email. If you have a tax or VAT registration number, include it here.
Client details: Your customer's name, company, address, email, and phone number.
Invoice number: A unique identifier. Use a consistent system — sequential (INV-00001) or date-based (2026-08-001) — to keep records organised.
Invoice date: The date the invoice is issued.
Due date: When payment is expected. Common terms are "Due on receipt", "Net 15", or "Net 30".
Line items: Each product or service, the quantity, the unit price, and the line total.
Subtotal, tax, and total: The sum of all line items, any applicable tax or discount, and the final amount due.
Payment instructions: How the client should pay — bank transfer details, a payment link, or any other method you accept.
Notes or terms: Late payment fees, early payment discounts, or anything else the client needs to know.
How to send an invoice
Once your invoice is ready, you need to get it to your client.
Email (recommended): Attach the PDF. It is the fastest, cheapest, and most reliable method, your client receives it instantly, and your sent folder is the delivery record. Mention the invoice number, the amount due, and the due date in the message.
Post: Print and mail it. Slower and more expensive, but some clients and industries still prefer paper. Always keep a digital copy.
An invoicing platform: Accounting software can send invoices directly, often with read receipts, automatic reminders, and payment links.
In person: For local or on-site work, hand it over directly — then follow up with a digital copy so both parties have a record.
Sample covering email
Subject: Invoice [INV-00001] from [Your Business] Hi [Client Name], Please find attached the invoice for [description of services] provided on [date]. The total amount due is [amount], payable by [due date]. If you have any questions, feel free to reach out. Best regards, [Your Name]
When to send an invoice
Timing matters. Send your invoice as soon as the work is complete or the product is delivered. The longer you wait to invoice, the longer you wait to be paid.
For project work, invoice on the day you deliver the final output. For ongoing services, set a billing cycle — weekly, fortnightly, or monthly — and invoice on the same day each cycle so your client knows when to expect it.
For large projects, consider milestone invoicing: bill a portion at key stages, for example 30% upfront, 40% at the midpoint, and 30% on completion. It keeps cash flow steady and reduces the risk of chasing one large sum. Always agree payment terms before starting work — clear expectations upfront prevent disputes later.
Tips for getting paid on time
Send invoices promptly: The sooner you invoice, the sooner you are paid. A late invoice signals that payment is not urgent.
Be clear on terms: State the due date, accepted payment methods, and any late fees on the invoice itself. Ambiguity invites delay.
Offer several ways to pay: Bank transfer, card, and digital wallets. The easier paying is, the faster it happens.
Send reminders: A friendly note a few days before the due date, and a follow-up shortly after if nothing has arrived.
Reward early payment: A small discount — 2% for payment within 10 days — can move you up the queue.
Track what is outstanding: Keep a record of every invoice and its status. A spreadsheet works; invoicing software works better.
Charge late fees: If your terms include them, apply them consistently. It establishes that your terms are real.
Types of invoices
Different situations call for different documents. The most common are:
Standard invoice: A straightforward request for payment after goods or services have been provided.
Proforma invoice: A preliminary invoice sent before work begins, outlining expected costs. A quote, not a demand for payment.
Recurring invoice: For ongoing services billed at regular intervals — retainers, subscriptions, maintenance contracts.
Credit note: Issued to reduce the amount on an invoice already sent, for returns, overpayments, or billing errors.
Debit note: The opposite of a credit note — issued to increase the amount due, usually for extra charges.
Commercial invoice: Used in international trade. Carries customs information such as country of origin, tariff codes, and Incoterms.
Timesheet invoice: For work billed by the hour: hours worked, hourly rate, and a total for each task.
Invoicing questions, answered
Is this invoice generator free?
Yes. Billsato's invoice generator is completely free. There are no hidden fees, no premium tiers, and no usage limits. Create as many invoices as you need, for personal or commercial use, without paying anything.
Do I need to create an account to use Billsato?
No. You can build, customise, and download an invoice without signing up. The invoice is generated in your browser and never sent to a server — an account is only needed if you want to save invoices and reuse clients later.
What is an invoice?
An invoice is a document sent by a seller to a buyer requesting payment for products delivered or services performed. It includes the seller's and buyer's details, a description of the goods or services, the amount due, and the payment terms. Invoices serve as official records for accounting and tax purposes.
What is the difference between an invoice and a receipt?
An invoice is a request for payment — it is sent before the client pays. A receipt is proof of payment — it is issued after the money has been received. In short, an invoice says "you owe this", and a receipt says "you paid this".
What is the difference between an invoice and a bill?
An invoice and a bill are the same document seen from different angles. The seller sends an invoice; the buyer receives a bill. The content is identical — it is the perspective that changes.
What is the difference between an invoice and a purchase order?
A purchase order is issued by the buyer before a transaction to authorise a purchase. An invoice is issued by the seller after the transaction to request payment. The purchase order comes first ("I want to buy this"), and the invoice follows ("here is what you owe").
Are invoices created with Billsato valid for tax purposes?
Invoices generated with Billsato include the fields generally required for tax documentation — business details, client details, itemised charges, tax amounts, and invoice numbers. Tax requirements vary by country and jurisdiction, so consult a tax professional to confirm your invoices meet local requirements.
Can I download my invoice as a PDF?
Yes. The PDF is generated in your browser as you fill the form, and Download PDF saves it as a print-ready A4 file — suitable for emailing to clients, attaching to accounting records, or filing for tax purposes.
Does an invoice need a logo?
No, a logo is not required for an invoice to be valid. Adding your company logo does give the invoice a more polished appearance, reinforces your brand, and makes your invoices instantly recognisable to clients.
How do I add my logo to an invoice?
Create a free Billsato account and upload your logo under Settings. It is stored with your sender profile and printed at the top of every invoice you generate from then on. PNG and JPG files work best.
What invoice number format should I use?
Use any consistent format that suits your business. Common approaches are sequential numbering (INV-00001, INV-00002), date-based numbering (2026-08-001), or client prefixes (ACME-001). Billsato starts you at INV-00001 and you can overwrite it. The key is consistency — never reuse a number, as each invoice should be uniquely identifiable.
How do I calculate tax on an invoice?
Enter your tax rate in the summary panel — for example 10% for GST in Australia, 20% for VAT in the UK, or your local sales tax rate — and Billsato applies it to the subtotal automatically. If different items carry different rates, split them across separate invoices or explain the breakdown in the notes.
Can I use this invoice generator for international clients?
Yes. Pick the currency from the dropdown and every amount on the invoice is formatted for it. Specify the currency clearly on each invoice so an overseas client is never guessing which dollar or krone you mean.
What payment terms should I put on an invoice?
Common terms are "Due on receipt", "Net 15", "Net 30", and "Net 60". You can also offer an early payment discount such as "2/10 Net 30" — 2% off if paid within 10 days, full amount due in 30. Choose terms that balance your cash flow against what is normal in your industry, and write them in the notes field.
How long should I keep invoice records?
Most tax authorities expect invoice records to be kept for 5 to 7 years. In the US the IRS generally requires 3 to 7 years depending on the situation; in the UK HMRC requires 6 years; in the EU it varies by country, typically 5 to 10. Check your local tax authority and your accountant for specifics.
What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before work begins or goods are delivered. It is essentially a detailed quote — expected costs, quantities, and terms. Proforma invoices are common in international trade, helping a buyer arrange financing or clear customs. They are not a demand for payment.
What is a recurring invoice?
A recurring invoice is sent at regular intervals — weekly, monthly, or quarterly — for ongoing services or subscriptions. Monthly retainers, subscription charges, and maintenance contracts are typical examples. With a free Billsato account you can duplicate last month’s invoice instead of retyping it.
What is a credit note?
A credit note, also called a credit memo, is issued by the seller to reduce the amount a buyer owes. It is used to correct an error on an invoice already sent, process a return or refund, or apply a discount after the fact. It references the original invoice number and states the adjusted amount.
Can I add a discount to my invoice?
Yes. The summary panel takes either a percentage or a fixed-amount discount, applies it to the subtotal, and shows the discount as its own line on the finished invoice so your client can see exactly how the total was reached.
What should I do if a client doesn't pay an invoice?
Start with a polite reminder a few days after the due date. If nothing comes back, send a formal overdue notice quoting the invoice number, original due date, and outstanding amount. If it stays unpaid after several follow-ups, consider charging a late fee where your terms allow it, pausing ongoing work, offering a payment plan, or — as a last resort — a collections service or legal advice. Keep records of every communication.
Does "invoice" mean I have been paid?
No. An invoice is a request for payment, not confirmation of one. Receiving an invoice means money is owed. Once payment arrives, the seller issues a receipt or marks the invoice as paid.
Can I use Billsato's invoice generator for freelance work?
Absolutely. Billsato is built for freelancers, contractors, consultants, and small businesses. Bill hourly work, project fees, product sales, or any mix of them — fractional quantities such as 2.5 hours are handled properly.
Will my invoice have a watermark?
No. Invoices created with Billsato are clean, watermark-free, and professional. The PDF you download is ready to send as-is, with no Billsato branding on the document.
What is the best way to number invoices?
The best numbering system is sequential, unique, and easy to search. Most businesses use a simple sequence with a prefix, such as INV-00001, or a year prefix like 2026-001. Some include a client code. Starting from a higher number rather than 1 can project an established business. Never reuse or skip numbers — gaps invite questions during a tax audit.
How is an invoice different from an estimate or a quote?
An estimate or quote is sent before work begins and says roughly what the work will cost; it is generally not binding. An invoice is sent after the work is done, or at an agreed milestone, and is a formal request for payment. The estimate says "this is what it will cost"; the invoice says "this is what you owe".