Free Invoice Generator
How this is calculated
You enter your details, your client's details, and one line per item you are billing for. Each line is multiplied out as quantity times rate, and those amounts are added to give a subtotal. Any discount is applied to that subtotal first, because a discount reduces the amount that tax is charged on. Sales tax or VAT is then calculated on the discounted figure rather than the original one, and added to give the total due. The payment due date is your invoice date plus whatever payment terms you set, so net thirty means thirty days from today. Every amount is held internally as a whole number of minor units, cents or pence rather than as a decimal, which is why the total on screen always matches the total in the downloaded PDF to the penny with no rounding drift. You can bill in US dollars, pounds, euros, Canadian dollars, Australian dollars or New Zealand dollars, and the three dollar currencies are labelled CA$, A$ and NZ$ so nobody mistakes one for a US dollar figure. Switching Document from Invoice to Quote does not change a single calculation, only the words on the page, the number becomes a quote number, the due date becomes a valid-until date, and the total is labelled as a total rather than a total due, so what you show a prospect and what you later bill them are the same arithmetic. Your name, email, client name, currency, tax rate, payment terms, notes and logo are remembered in this browser between visits so you do not retype them every time, but the line items you bill for are never saved, and a button clears everything that was remembered. The entire calculation and the PDF generation run inside your browser, so nothing you type is sent anywhere. If an invoice goes unpaid, a link on the result carries its total straight into the late payment fee calculator, routing a GBP invoice to the UK statutory version of that tool and a US dollar invoice to the contract-rate version; the other four currencies get no such link, because those two calculators state their figures in pounds and dollars and neither models the law where a euro or Canadian dollar invoice is issued.
Worked example
Ten hours at $85.50 is $855.00, plus a $250.00 consultation, giving a subtotal of $1,105.00. A ten percent discount takes $110.50 off, leaving $994.50 to be taxed. Sales tax at 8.25 percent on that is $82.05, so the total due is $1,076.55, payable thirty days from the invoice date.
Inputs: 10 hours of design work at $85.50, one $250.00 consultation, 10% discount, 8.25% sales tax, net 30
Result: $1,076.55 due
What this assumes
- You supply your own sales tax or VAT rate. Rates vary by state, country and what you are selling, so this tool does not guess one for you.
- Discount is applied before tax, which is the standard treatment in most jurisdictions.
- Payment terms are counted in calendar days, not business days.
- A quote and an invoice are the same document with different labels. Turning a quote into an invoice later means re-entering the line items.
Questions
- Does this store my data?
- Only in your own browser, and only your details, not your line items. Your name, email, address and VAT number, your client's name, address and VAT number, and the currency, tax rate, payment terms, notes and logo are kept on this device so the form is not blank next time you visit. None of it is transmitted anywhere, there is no account and nothing syncs between devices, and the "Forget saved details" button clears it completely.
- Is my invoice data uploaded anywhere?
- No. The invoice is built and turned into a PDF entirely inside your browser, including your logo. Nothing is transmitted to a server, which means there is nothing for us to store, leak or lose.
- Is there a watermark or a limit on invoices?
- No watermark and no limit. The tool is supported by advertising rather than by restricting what you can do with it.
- What sales tax rate should I use?
- The rate that applies where you are registered and for what you are selling. Services are taxed differently from goods in many US states, and some services are not taxed at all, so check with your state revenue department or your accountant rather than guessing.
- Is this a VAT-compliant invoice?
- It carries what one needs, but check it before you rely on it. There are fields for your address and VAT number, your client's address and VAT number, a sequential invoice number, the issue date, a description and quantity for each line, and VAT shown as its own line with the rate stated next to it. What it does not do is handle more than one VAT rate on the same invoice, print a tax point that differs from the issue date, or add reverse-charge wording for a cross-border sale. If your invoice needs any of those, or you are unsure, check it against your own tax authority's requirements or use software built for VAT accounting.
- Can I send a quote instead of an invoice?
- Yes. Switch Document to Quote and the same form produces a quote, labelled with a quote number and a valid-until date instead of a due date. The totals are computed exactly the same way.