1 Customize Your Branding & Business Info
Start by clicking + Add Your Logo to upload your company logo and select one of the four theme color swatches in the toolbar. Fill in your business name, physical address, and billing email. Everything you enter is automatically saved in your browser so you never have to retype your company details on future invoices.
2 Enter or Load Your Client Details
Type in the company name, address, and email of the client you are billing. If you bill this client regularly, click the Save Client button right above the field. Next month, you can select them from the Saved Clients dropdown to populate their address in a single click.
3 Set Invoice Number, Issue Date & Due Date
Assign a unique sequential invoice number (such as INV-001), verify today's issue date, and choose a clear calendar Due Date (by default, we pre-set this to 14 days from today). Select your preferred currency from the dropdown menu so all symbols format accurately.
4 Itemize Services, Discounts & Taxes
Break down each deliverable, hourly service, or physical product onto its own line item. Enter the quantity (or hours worked) and unit rate—our calculator instantly updates the line amounts and subtotal. If applicable, enter a Discount (%) or Tax / VAT (%) rate.
5 Add Bank Details & Download Your PDF
Enter your bank transfer details (Account Number, Routing Number / Sort Code, IBAN) or digital payment link in the bottom notes box. Finally, click Download PDF. Your clean, print-ready PDF will download immediately, and a snapshot will be stored in your browser's Recent Invoices drawer.
Best Practices for Sending Invoices to Clients
Creating a clean PDF invoice is half the battle—sending it properly ensures your payment clears on time:
- Name Your PDF Clearly: Keep your invoice number in the filename (e.g.,
INV-001.pdf) so your client's bookkeeper can easily match it against their bank statement. - Include the Total & Due Date in Your Email Subject Line: An email titled "Invoice INV-001 from Studio Name — $450.00 Due Oct 29" gets opened and paid significantly faster than a vague subject line.
- Follow Up 3 Days Before the Due Date: A polite reminder a few days before the deadline prevents your invoice from getting buried in a busy inbox. If an invoice becomes overdue, use our Late Payment Fee Calculator to compute statutory interest.