How to make an invoice
- Add your business name and contact details. Add your tax number if you are registered for VAT, GST or sales tax.
- Add the client's name, and their email and address if they need them for their records.
- Give the invoice a number, set the date it is issued and the date payment is due.
- Add one line for each piece of work: a short description, the quantity and your rate. The totals add up as you type.
- Add a discount or tax if you need them, then your payment details, such as bank details or a payment link.
- Press Download PDF and send it to your client.
What to put on an invoice
A clear invoice gets paid faster, because nobody has to ask a question before paying it. Include:
- The word "Invoice" and a unique number, so you and your client can refer to it.
- Your name or business name and contact details, plus your tax number if you charge tax.
- The client's name and, for companies, the name of the person or team who approves payment.
- The issue date and the due date. A due date works better than a term like "Net 30" on its own, because nobody has to count days.
- What you did, one line per item, with quantity, rate and amount.
- Subtotal, any discount, tax and the total due.
- How to pay you: bank details, a payment link or both.
Tax rules differ by country. If you are registered for VAT or GST, check what your tax authority requires on an invoice, such as your tax number and the tax amount shown separately.
How to number invoices
Use one sequence and never reuse a number, for example INV-001, INV-002, INV-003. Some freelancers add the year, like 2026-014. What matters is that every invoice has its own number and that there are no gaps you can't explain.
Payment terms that work
Short, specific terms get paid faster. "Due within 14 days" with a real date is clearer than "Net 30". For larger jobs, ask for part of the price before you start, for example 50% to book and 50% on delivery. The quote generator lets you set a payment schedule like this before the work begins.
When a generator isn't enough
A PDF works for one invoice. When you send several a month, it gets hard to see who has paid and who needs a reminder. Kanvo keeps every invoice in one place, sends invoices as a link, marks them paid when you record a payment, and drafts monthly invoices for retainer clients on the 1st. It is free for up to 3 clients.