Free invoice generator
Fill in the form, check the preview, download a PDF. Nothing you type leaves your browser.
Preview
Your data stays in your browser. Nothing is uploaded.
Check your local invoicing rules for required fields.
Last updated 2026-10-30. Method checked 2026-10-30. Methodology
This invoice generator is for freelancers, contractors, and small businesses that need a clean invoice without buying accounting software. Add your business details and logo, the client's details, up to 50 line items, a discount, and up to 2 tax lines at any rate. The totals update as you type, and the preview shows the page as it will print. When it looks right, download it as a PDF or print it. The tool supports 25 currencies, including USD, EUR, GBP, CAD, AUD, INR, PKR, AED, SAR, SGD, NZD, ZAR, NGN, KES, PHP, JPY, CHF, and BDT, with 5 number formats and 4 date formats. It suggests the next invoice number each time you start a new one. It does not send the invoice for you, chase payment, or keep a client list. Your figures and your client's details are never uploaded to our server. The draft is kept only in this browser, so a reload does not lose your work.
How to use the Invoice Generator
- Enter your business name, address and logo, then the client's name and address. Tip: The logo is read from your device and placed in the PDF. It is not uploaded.
- Set the invoice number, the issue date and the payment terms. The due date follows the terms until you change it by hand. Tip: Use one series such as INV-0001 and keep every number unique.
- Add each line item with a description, quantity, unit and unit price, then switch on a discount, a tax line or shipping where they apply.
- Check the totals in the preview, then download the PDF or print it.
Worked example
Harbour Studio in Bristol bills Acme Ltd in Leeds for a small website. All figures are GBP, with a 10% discount and VAT at 20%.
| Input | Value |
|---|---|
| Invoice number | INV-0012 |
| Issue date and payment terms | 29 October 2026, 30 days |
| Website design, 10 hours at GBP 50.00 | GBP 500.00 |
| Annual hosting, 1 item at GBP 120.00 | GBP 120.00 |
| Discount | 10% of the subtotal |
| VAT | 20% of the taxable base |
Website design: 10 x 50.00 = GBP 500.00 Annual hosting: 1 x 120.00 = GBP 120.00 Subtotal: 500.00 + 120.00 = GBP 620.00 Discount: 620.00 x 10 / 100 = GBP 62.00 Taxable base: 620.00 - 62.00 = GBP 558.00 VAT: 558.00 x 20 / 100 = GBP 111.60 Total: 558.00 + 111.60 = GBP 669.60 Due date: 29 October 2026 + 30 days = 28 November 2026 Amount paid GBP 0.00, so the balance due is GBP 669.60 and the status is Unpaid
- Subtotal
- £620.00
- Discount (10%)
- £62.00
- VAT (20%)
- £111.60
- Total
- £669.60
- Balance due
- £669.60
The PDF of this example is saved as invoice-INV-0012-acme-ltd.pdf.
How the invoice totals are worked out
Line total = quantity x unit price, rounded to the smallest unit
Subtotal = sum of the rounded line totals
Discount = subtotal x discount % (or a fixed amount, capped at the subtotal)
Taxable base = subtotal - discount (+ shipping when Tax shipping is on)
Tax 1 = taxable base x tax 1 rate, Tax 2 = taxable base x tax 2 rate
Total = subtotal - discount + tax 1 + tax 2 + shipping
Balance due = total - amount paid, never below 0
Each line total is the quantity times the unit price, rounded half up to the currency's smallest unit, such as a penny or a cent. The subtotal is then added from those rounded lines, so a client who checks the invoice by hand gets the same figure. Quantities can carry up to 3 decimals: 1.25 hours at 50.00 gives 62.50, and 0.333 at 10.00 gives 3.33.
The discount comes off before tax, because tax is charged on the price the client actually pays. A percentage discount is rounded once. A fixed discount larger than the subtotal is capped at the subtotal, and the form says so. Tax 1 and Tax 2 are each worked out on the same taxable base and added side by side. Tax 2 is never charged on top of Tax 1, which matches places where a national and a regional tax apply to the same price. Each tax line uses one rate for the whole invoice. There is no separate rate per line, so items taxed at different rates need their own invoices or a note.
Shipping is added after tax unless you switch on Tax shipping, which moves it into the taxable base. Amount paid is taken off the total to give the balance due, which never drops below zero. The status reads Unpaid, Partly paid or Paid from those 2 figures and prints as a stamp on the PDF. An unpaid invoice past its due date shows an Overdue pill in the editor only.
Currencies with no minor unit, such as the Japanese yen, are rounded and shown in whole units. Unit prices of 5,000 and 12,000 give a subtotal of JPY 17,000 with no decimals anywhere on the page or the PDF. The Kuwaiti dinar uses 3 decimals. The PDF prints the same rounded figures as the preview, so the 2 always match. Tax authorities set the fields a valid invoice must carry, such as your tax number, so check the rules where you trade.
Frequently asked questions
What should an invoice include?
Your business name and contact details, the client's name and address, a unique invoice number, the issue date, a description of each item or service with quantity and price, any tax charged with the rate shown, the total due, the due date, and how to pay. Many countries also require your tax registration number if you are registered. The generator has a field for each of these, including a payment details box for bank or card instructions.
Is this invoice generator really free?
Yes. You can make and download as many invoices as you like without an account or a sign up. Nothing on the page is charged for, and the PDF carries one small footer line saying it was made with PayCalculus. Each invoice holds up to 50 line items, and no part of the form is locked behind a payment.
Do you store my invoices or my client's details?
No. The form, the preview and the PDF are all built inside your browser, and nothing is sent to our server. The invoice you are working on is saved in this browser's local storage so a reload does not lose it. Your business details and logo are kept there too, ready for the next invoice. Forget my business details and logo, in Settings, removes them.
What is the difference between an invoice and a receipt?
An invoice asks for payment and shows what is owed and by when. A receipt confirms that a payment has arrived. Send the invoice first, then a receipt once the money is in. When a client pays only part of an invoice, enter that sum in Amount paid: the invoice then shows the balance due and the status Partly paid.
How do I number my invoices?
Use one unbroken series, such as INV-0001, INV-0002, and never reuse a number. Some tax authorities require invoice numbers to run in sequence. If you run several brands, give each its own prefix, for example ABC-0001. The tool remembers the highest number used in this browser and offers the next one when you start a new invoice or duplicate the current one.
Guides for this tool
Sources
- GOV.UK: Invoices, what they must include checked 2026-10-30