Invoice generator

A good invoice does two things: it looks professional, and it makes it easy for the customer to pay you. This free invoice generator handles both. Fill in your details, list the work, and download a clean PDF you can email or print. Nothing you type is stored or uploaded, so it is private by default. Here is how to use it, and how to make sure your invoices have everything they should.

How to make an invoice

The form on the left fills in the invoice on the right as you type, so you can see exactly what your customer will get.

• Add your business name, address and contact details, and your logo if you have one.
• Enter who the invoice is for.
• Give it an invoice number and set the issue and due dates.
• Add a line for each bit of work or materials, with a quantity and a unit price.
• Turn on VAT if you are registered, and note any deposit already paid.
• Add your payment details in the notes, then hit Download PDF.

When you download, pick "Save as PDF" as the destination in the print dialog. You get a crisp A4 document with selectable text, ready to send.

What every invoice should include

An invoice is a legal document, and there is a short list of things it needs. What you must show depends on whether you are a sole trader, VAT-registered, or a limited company.

The tool covers the common fields. Add your VAT or company number into the notes or your business name line if you need them on there.

How to number your invoices

Every invoice needs a unique number, and the numbers should run in sequence without gaps or repeats. A simple format like INV-001, INV-002 works fine. Sequential numbering keeps your bookkeeping tidy and is expected if you are VAT-registered. Pick a style when you send your first invoice and keep to it.

Payment terms that actually get you paid

Spell out when and how you want to be paid, on the invoice itself. Vague terms invite slow payment. Be specific.

• State a clear due date, not just "on receipt". Fourteen days is common for trade work.
• Give the exact ways to pay, with your bank details for a transfer.
• Send it the day you finish, not at the weekend. The sooner it lands, the sooner it clears.

A late invoice is the single biggest reason trades wait on their money. For more on tightening the whole cycle, read how to get paid faster as a tradesperson.

Do you need to add VAT?

Only if you are VAT-registered. If you are, switch on the VAT option and it is added and shown as a separate line, as it must be. If you are not registered, leave it off and charge your price with no VAT. Not sure how the maths works or whether you need to register? Our VAT calculator adds or removes VAT from any figure and explains the thresholds.

Invoice or quote: which do you need?

They are not the same. A quote goes out before the job to agree a price. An invoice goes out after, or at agreed stages, to ask for payment for work done. This tool makes invoices. If you still need to price and win the work, start with what to put on a quote that wins.

From free tool to less admin

A one-off invoice is quick here. The grind is doing it again and again: the same customer, the same job types, chasing the ones that go quiet. That is where a proper tool earns its place. Snapquo turns an accepted quote into an invoice in a tap, deducts any deposit automatically, sends it branded with an online pay link, and marks it paid, part-paid or overdue so you always know what you are owed. This generator is a great start. When invoicing becomes a weekly job, let something do it for you.

This tool and guide are for general information and are not legal or tax advice. Invoice requirements differ by business type and change over time. Check the current HMRC and GOV.UK guidance, or speak to an accountant, to be sure your invoices are compliant.