How to use the invoice generator
- Fill in your business and the client you are billing. Tick Remember my business details if you want them saved on this device for next time.
- Set the invoice number, the issue date and the payment terms. The due date fills in from the terms, or you can choose your own date.
- Add line items with a description, a quantity and a unit price. Add a discount, a tax rate and shipping if they apply.
- Check the live preview and totals, then press Download PDF or Print. Add payment instructions and notes first if you want them on the page.
Worked example of the totals
Lines: 2 widgets at $49.99 is $99.98, and 3.5 hours of consulting at $85.00 is $297.50. The subtotal is $397.48.
Discount of 10%: 10% of $397.48 is $39.748, which rounds half up to $39.75, leaving $357.73.
Tax at 8.25%: $357.73 x 0.0825 is $29.512725, which rounds to $29.51. Shipping of $12.00 is added without tax.
Total due: $357.73 + $29.51 + $12.00 = $399.24. If you choose to tax shipping too, the taxable amount is $369.73, the tax is $30.50 and the total is $400.23.
How the totals are calculated
Every amount is worked out in whole cents using exact decimal arithmetic, not floating point numbers, so values such as 1.005 times 100 come out as $100.50 and totals never drift by a cent. Each line is quantity times unit price rounded to the nearest cent, half up. The subtotal is the sum of the line totals.
The discount comes off the subtotal first, either as a percentage (rounded to the cent) or as a fixed amount that cannot exceed the subtotal. Tax is then applied to the discounted amount, and to shipping only if you tick the box. The shipping charge is added last.
What this tool does not decide
Tax rules differ by country, state and product, and so do the details an invoice must show. This tool prints the rate you enter and does not know whether you must charge tax, which rate applies, or what your local rules require on an invoice. It makes no tax or legal claims. If you are unsure, ask an accountant or your tax authority.
The invoice number and numbering scheme are yours to choose. Many businesses number invoices in sequence so each one is easy to find, and you can use any format you like.
Saving your details and your privacy
The invoice is built entirely in your browser and is never uploaded. If you tick the remember box, your business name, address, contact line, tax number, currency and payment instructions are stored in your browser's local storage on this device only. Untick the box or press Forget saved details to remove them. Client details, line items and notes are not saved.
On a shared computer, leave the box unticked. The PDF is created on your device using a library that loads only when you press the download button.
Related tools
To see which hourly rate you need before you bill, use the freelance rate calculator. To check a sales tax figure, use the sales tax calculator, and for discounts see the discount calculator.
Assumptions and limits
- Quantities and unit prices accept up to 4 decimal places and are limited to 1,000,000 each. Lines are limited to 40.
- Amounts are rounded to the cent, half up, line by line, then for the discount and for the tax.
- Tax is one flat rate on the discounted subtotal, optionally including shipping. Multiple tax rates and compound taxes are not supported.
- Currency choice changes only the symbol and number format. There is no conversion between currencies.
- The tool does not give tax or legal advice, and it does not check whether the invoice meets any local requirement.
Frequently asked questions
What should an invoice include?
At a minimum most invoices show who is billing whom, an invoice number, the date, a description of what is being billed, the amount owed and how and when to pay. Some places require extra details, such as a tax number, so check what applies to you.
Does this invoice generator add tax automatically?
It applies the tax rate you type to the discounted subtotal, and to shipping if you tick that box. It does not know which rate or rules apply to your sale, so enter the rate yourself.
Is my invoice stored anywhere?
No. Everything stays in your browser. Only your business details and payment instructions can be saved, and only if you tick the remember box, in this browser on this device.
How do I make a PDF of my invoice?
Press Download PDF. The file is made on your device in US Letter size. You can also press Print and choose Save as PDF from your browser's print dialog.
Why is my line total a cent different from my own math?
Each line is rounded to the cent before it is added. A price with more than two decimal places, such as 33.333, multiplied by a quantity gives a long number, and the tool rounds it half up to the nearest cent.