How to Create an Invoice (Step-by-Step)
Learn how to create a professional invoice: required fields, best practices, and how to export a PDF invoice.
What is an invoice?
An invoice is a document you send to a client to request payment for goods or services. It lists what you delivered, the amount due, payment terms, and how the client can pay. A clear invoice reduces back-and-forth and helps you get paid faster.
Required invoice fields
Most professional invoices include:
- Invoice number and issue date (and a due date if applicable)
- Your business name, address, and contact details
- Client name and billing address
- Line items (description, quantity, rate, and line totals)
- Subtotal, discounts, taxes, and the final total due
- Payment instructions (bank details, payment link, or notes)
Best practices for getting paid
- Use consistent invoice numbering so clients can reference invoices easily.
- Itemize clearly: keep descriptions specific and group related work.
- Add payment terms (for example: due on receipt, net 7, net 14).
- Show taxes and discounts transparently to avoid surprises.
- Include a short note on late fees or next steps if you use them.
Why PDF invoices?
PDF invoices are widely accepted, easy to send by email, and preserve formatting across devices. A PDF also keeps your invoice layout consistent when clients print or forward it.
Create an invoice with Quick Invoice Tool
Use our free online invoice generator to create your invoice with live preview and export a PDF in seconds. If you want a design that matches your brand, start with professional invoice templates.
