Almost every invoice today travels as a PDF. It opens the same way on a phone, a laptop and the accounting system at the other end, it prints cleanly, and nobody changes a number in it by accident. What most people want is not a file to edit in a word processor, but a quick way to produce a finished, correct PDF with the math already done.
This PDF invoice template does exactly that. Fill in the invoice in the editor below, watch the page update as you type, and press Download to get a PDF on US Letter or A4, named after the invoice number, with no watermark and no account.
Four finished examples in different layouts. Pick one and it loads into the editor below; your saved draft stays as it is until you change something.
Tip: copy rows from Excel or Google Sheets and paste them into any line.
Rename any label printed on the invoice. You can also click a label on the preview.
A PDF invoice is often read by someone who never spoke to you, such as an accounts payable clerk. These parts help it get paid without questions.
A monthly maintenance fee, a fixed-price design job and hourly content work, with 8% sales tax on the subtotal. A PDF of it shows the same subtotal, tax and total lines.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website maintenance, October | 1 | $450.00 | $450.00 |
| Landing page design | 1 | $1,200.00 | $1,200.00 |
| Content updates (hours) | 3.5 | $80.00 | $280.00 |
| Subtotal | $1,930.00 | ||
| Sales tax (8%) | $154.40 | ||
| Total due | $2,084.40 | ||
Charge sales tax or VAT only if you are registered to, and at the rate that applies where you and your client are. The tax line can be a percentage or a fixed amount.
A PDF looks the same everywhere. A document made in a word processor can reflow on the client's machine, swap fonts or push the total onto a second page; a PDF keeps your layout exactly as you saw it. It is also harder to alter by accident, which matters when the document is a request for money, and almost every accounting and expense system accepts PDF attachments.
The PDF from Invoiceize is generated in your browser from the same page you see in the preview. The fonts are loaded before export so the file matches the preview, long invoices break between line items onto extra pages, and the file is named after the invoice number. Choose US Letter or A4 in the appearance bar before you download: Letter is standard in the US and Canada, A4 almost everywhere else.
Put the essentials in the subject line so the email can be found later: your business name, the invoice number and the amount, for example “Invoice INV-0042 from Maple Studio: $2,084.40”. Keep the body short: what the invoice is for, the total, the due date and how to pay, then attach the PDF rather than pasting a link to a file that may expire.
Send it to the address the client asked for invoices to go to, which is often an accounts payable inbox rather than your day-to-day contact, and copy your contact if that helps. If the client uses a supplier portal, upload the same PDF there instead of emailing it. Keep your own copy of every PDF you send. Invoiceize also keeps the invoice in Recent in this browser, so you can reopen it, record a payment or duplicate it for next month.
Write the terms on the invoice itself, not only in the email: Net 14 and Net 30 are the most common for business clients, “Due on receipt” for small jobs. Set the due date to match, so the PDF says the same thing wherever it is forwarded.
If you offer an early payment discount or charge late fees, state them on the invoice in plain words and make sure they match your contract. Rules on late fees differ between states and countries, so check what applies before adding one. A friendly reminder a few days before the due date, with the same PDF attached again, often does more than any fee.
When a payment arrives, open the invoice again from Recent, enter the payment in Amount paid and download it once more if the client wants a copy showing a zero balance. Or make a receipt with the receipt generator.
Downloading, sending and printing PDF invoices.
Fill in the invoice in the editor on this page, choose Letter or A4, and press Download. The PDF is created in your browser and saved to your downloads, named after the invoice number.
Not the PDF itself, which is the point of sending one. Reopen the invoice from Recent in the same browser, make the change and download a new PDF.
No. Invoiceize makes PDF invoices, and you can also print them. A PDF keeps the layout identical for your client on any device.
US Letter for clients in the US and Canada, A4 for most other countries. Switch it in the appearance bar before downloading; the layout adjusts to the paper.
No. The PDF has no watermark. A small “Made with invoiceize.com” line is on by default, and you can remove it with one click.
Yes. Fill it in and download the PDF for free, with no watermark and no account.
Different work, different invoice. Each of these opens in the same free generator.
