An invoice has to do more than add up: it needs a number, an issue date, payment terms, a clear description of what was delivered, and the balance that is actually outstanding after any deposit.
Balance due
$4,580.00
INV-1042 from Your Studio LLC to Acme Corporation, due Oct 14, 2026 (net 30)
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Brand identity design | 1 | $2,400.00 | $2,400.00 |
| Landing page build | 1 | $1,800.00 | $1,800.00 |
| Additional revisions (hourly) | 4 | $95.00 | $380.00 |
| Subtotal | $4,580.00 |
Average line $1,526.67 across 3 lines. A line with no description is labelled "Item" so a blank cell never hides money.
| Line | Amount |
|---|---|
| Subtotal | $4,580.00 |
| Net subtotal | $4,580.00 |
| Invoice total | $4,580.00 |
| Balance due | $4,580.00 |
The discount comes off before tax, because tax is charged on what the customer actually pays for the work.
| Detail | Value |
|---|---|
| Invoice number | INV-1042 |
| From | Your Studio LLC |
| To | Acme Corporation |
| Issue date | Sep 14, 2026 |
| Payment terms | Net 30 |
| Due date | Oct 14, 2026 |
| Days past due | 0 |
Change the issue date or the terms above and the due date moves with it, including across month and year ends.
Fill in the lines and this generator works out the rest, then hands you a printable sheet you can save as a PDF and send. Everything happens in your browser, so client names and amounts never leave your device.
Each line is a description, a quantity and a unit price, and the amount is the product of the two. The subtotal is the sum of the lines, and every other figure on the invoice is derived from it, so a change anywhere flows through automatically.
A discount comes off before tax, because tax is charged on what the customer actually pays. A deposit reduces the balance rather than the invoice total, which keeps the headline figure and the amount still owed separate.
If the work is taxable where you are, the rate goes in the tax field and the tax is added to the discounted subtotal. When your line prices already include tax, switch to the inclusive setting and the tax is backed out instead of added.
Payment terms turn the issue date into a due date: net 30 on an invoice issued on 14 September falls due on 14 October. A late fee is charged on the outstanding balance only when the invoice is past that date, and it should be stated on the invoice before it can be charged.
Both names and billing addresses, a sequential invoice number, the issue date, the due date, a description specific enough that the client does not need to ask, the amount, the terms and how to pay. Reference any purchase order number the client gave you, or the payment can sit unprocessed for weeks.
Number invoices sequentially and never reuse a number: bookkeeping software and tax authorities both expect it, and a gap or a duplicate creates questions you will have to answer later.
The Print / save as PDF button opens your browser print dialog, where the destination can be set to a PDF file instead of a printer. The result is a clean sheet with the numbers as they appear on the page.
The CSV export is for your own records or for importing the same lines into accounting software. It contains every figure shown on the invoice, including the deposit and any late fee.
Each example below was run through the calculator on this page when the site was built, so the numbers match what you see when you enter the same inputs.
Balance due
$4,082.40
INV-1042 from Your business to Client, due Oct 14, 2026 (net 30)
The discount comes off first, so tax is charged on $3,780 rather than $4,200 - and the due date lands on 14 October.
Balance due
$2,250.00
INV-1042 from Your business to Client, due Sep 14, 2026 (on receipt)
The invoice still totals $4,500; the deposit reduces the balance due to $2,250, which is the figure the client should see as outstanding.
Amount due now, including the late fee
$6,135.00
INV-1042 from Your business to Client, due Jul 30, 2026 (net 30)
The 1.5% monthly fee is charged on the balance for one and a half months, adding $135.00 to what is owed.
Your business name and address, the client name, a unique invoice number, the issue date, the payment due date, a description of the work, the amount, the payment terms and how to pay. Add a purchase order number when the client uses one.
Yes, sequentially and without gaps. The number is what ties a payment to the work it settles, and bookkeeping software and tax authorities both expect a clean sequence.
Usually, if the terms were agreed and shown on the invoice. Some states cap the rate for consumer invoices, and a court is unlikely to enforce a fee that was never disclosed. Keep it modest: 1% to 2% a month is standard for business invoices.
Either works as long as it is clear. Showing the full total and the deposit paid gives the client an audit trail; invoicing only the balance is simpler but hides what the work cost in total.
Use the Print / save as PDF button above and choose the PDF destination in the print dialog. Nothing is uploaded, so the file is created by your browser on your own device.
Only if your business is registered and the work is taxable where you operate. The rate goes in the tax field and is applied to the discounted subtotal; when your prices already contain tax, switch to the inclusive setting so the tax is backed out instead of added.
Last reviewed 2026-09-14. This page is an estimate tool, not financial, tax or legal advice.Read the full disclaimer.