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Invoice Generator

Global tools

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.

Invoice Generator - Danfio

https://danfio.com/tools/invoice-generator/ - printed from this page

Currency: USD ($) - display only, nothing was converted

Whatever your clients know you as; it prints at the top of the invoice.

Address, email and phone on one line, however you like to separate them — the client sees this when they pay.

The company or person who owes the money.

Where a late invoice should be chased; accounts payable, usually, rather than an individual.

Your own running reference; it becomes the PDF file name and the line the client quotes back to you.

The day the invoice is raised — the due date is counted from here using the payment terms.

How long the client has to settle before the invoice is overdue; the “due on receipt” choice asks for payment straight away.

Leave at zero for a new invoice. Set it to charge the late fee below.

One row per thing you delivered; a line per deliverable lets the client see what each charge covers. The rows stay in this tab and are never uploaded.

Description
Qty
Unit price

Applied to the subtotal before tax.

Sales tax or VAT, if the work is taxable where you are.

Answer yes when your quoted prices already have VAT or sales tax baked in, so tax is not added a second time.

$

Any money already received that should come off the balance due.

Only charged when the invoice is past its due date.

A short line for payment details or a thank-you; it prints beside the total.

Results update as you type. Nothing leaves your device.

The link may contain sensitive details such as a name, an amount or an address. Click 'Clear link' before sharing.

Currency symbol

Symbol only - nothing is converted and no exchange rate is used. Figures quoted in the explanation text stay as the sources publish them.

Balance due

$4,580.00

INV-1042 from Your Studio LLC to Acme Corporation, due Oct 14, 2026 (net 30)

Invoice total
$4,580.00
Balance due
$4,580.00
Invoice lines
3 No tax applied

Invoice lines

DescriptionQtyUnit priceAmount
Brand identity design1$2,400.00$2,400.00
Landing page build1$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 labeled "Item" so a blank cell never hides money.

Totals

LineAmount
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.

Terms of this invoice

DetailValue
Invoice numberINV-1042
FromYour Studio LLC
ToAcme Corporation
Issue dateSep 14, 2026
Payment termsNet 30
Due dateOct 14, 2026
Days past due0

Change the issue date or the terms above and the due date moves with it, including across month and year ends.

Use the "Print / save as PDF" button above to turn this into a PDF, then send it with the payment note below. Nothing is uploaded: the invoice is built in your browser and the PDF comes from your own print dialog.

Printing keeps the text selectable and searchable, so use Print / save as PDF when the invoice contains Chinese characters. The downloaded PDF is an image: its text cannot be selected or searched.

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.

About this invoice generator

An invoice is the last thing a freelancer wants to spend an afternoon on and the first thing a client’s finance department will look at closely. This page builds the document from the lines you type - number, dates, payment terms, a discount taken before tax, a deposit set against the balance - and hands back something printable, so getting paid on time takes a few minutes rather than a template hunt.

It is deliberately a document builder rather than an accounting system: there is no client list, no ledger and no chasing, and multi-currency invoices, withholding tax and credit notes sit outside it. Because the whole thing is assembled in the browser, client names and amounts are never uploaded, and what you export is a file on your own device rather than a record on somebody else’s server.

How this invoice generator works

Line items first, totals second

Every number on the invoice comes from the lines. A line is a description, a quantity and a unit price, and its amount is the two multiplied together; the subtotal is the sum of the lines, and the discount, tax, total, deposit and balance are derived from it in that order.

A row with a price but no description is labeled Item, so a blank cell cannot hide money, and rows that are empty in every column are dropped rather than printed as zero. With no lines at all the page returns a short prompt for a description, a quantity and a unit price instead of a page of zeros.

A discount comes off before tax, because tax is charged on what the customer actually pays for the work. A deposit already received reduces the balance rather than the invoice total, which keeps the price and the amount still owed separate.

Tax, terms and late fees

When the work is taxable, the rate in the tax field is added to the discounted subtotal, and the field is capped at 40%. If your quoted prices already include tax, choosing the inclusive option backs the tax out of the total instead - the total divided by one plus the rate - so the same money is not taxed twice, and the totals table relabels that line as tax already included.

Payment terms turn the issue date into a due date: net 30 on an invoice issued September 14 falls due October 14, and the date moves correctly across month and year ends. The late fee is a monthly percentage charged only on the unpaid balance and prorated by days past due - fifteen days late at 1.5% a month adds half the monthly charge - and nothing is charged while the day count stays at zero.

What a good invoice contains

A complete invoice carries both names and the billing contact, a sequential number, the issue date, the due date, a description specific enough that nobody has to ask, the terms and how to pay. The number becomes the PDF file name and is the reference a client quotes back, so it should follow the last one rather than be invented at random.

Gaps in the sequence and repeated numbers are the kind of thing queried months later by bookkeeping software or a tax authority, and they take longer to explain than to avoid. If the client gave you a purchase order reference, put it in the payment note, or the payment can sit unprocessed in their system for weeks.

Getting the PDF

The download button produces a real, shareable document with the same figures as the screen - lines, discount, net subtotal, tax, total, any deposit already received and the balance - built entirely in the browser. It is an image of the sheet, so it needs no font from us and a Chinese client name prints exactly as you typed it; the trade-off is that its text cannot be selected. The print button opens the browser dialog and keeps the text searchable, which is the one to use when the invoice carries Chinese characters.

The CSV export holds the same numbers as raw values, including the deposit, the balance and any late fee, ready for your own records or for importing into accounting software. Nothing is uploaded: the invoice, the client name and the amounts stay in the tab until the file is saved.

Worked examples

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.

A two-line invoice with a 10% discount

Issue date: Sep 14, 2026 · Payment terms: Net 30 · Invoice lines: 1 item · Discount: 10% · Tax rate: 8%

Balance due

$4,082.40

INV-1042 from Your business to Client, due Oct 14, 2026 (net 30)

Invoice total: $4,082.40 · Balance due: $4,082.40 · Tax included: $302.40

The discount comes off first, so tax is charged on $3,780 rather than $4,200 - and the due date lands on 14 October.

A retainer with half already paid

Issue date: Sep 14, 2026 · Payment terms: Due on receipt · Invoice lines: 1 item · Deposit already paid: $2,250.00

Balance due

$2,250.00

INV-1042 from Your business to Client, due Sep 14, 2026 (on receipt)

Invoice total: $4,500.00 · Deposit paid: $2,250.00 · Balance due: $2,250.00 · Invoice lines: 1

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.

An invoice 45 days past due

Issue date: Jun 30, 2026 · Payment terms: Net 30 · Days past due: 45 · Invoice lines: 1 item · Late fee per month: 1.5%

Amount due now, including the late fee

$6,135.00

INV-1042 from Your business to Client, due Jul 30, 2026 (net 30)

Invoice total: $6,000.00 · Balance due: $6,000.00 · Invoice lines: 1

The 1.5% monthly fee is charged on the balance for one and a half months, adding $135.00 to what is owed.

Two flat-fee lines on a net-14 invoice

Issue date: Sep 14, 2026 · Payment terms: Net 14 · Invoice lines: 2 items

Balance due

$2,700.00

INV-1042 from Your business to Client, due Sep 28, 2026 (net 14)

Invoice total: $2,700.00 · Balance due: $2,700.00 · Invoice lines: 2

No discount or tax, so the $2,700 total and the balance due are the same figure - due September 28, fourteen days after issue.

Frequently asked questions

What has to be on an invoice?

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.

Do I need to number invoices?

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.

Can I charge a late fee?

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.

Is the deposit deducted from the invoice or charged separately?

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.

How do I save the invoice as a PDF?

Use Print / save as PDF when you need text you can select or search - it goes through your browser’s own printing, so Chinese names stay searchable. The download button builds an image-based PDF in one click instead: the same figures, painted by your browser, with the text as pixels. Either way nothing is uploaded - the file is created by your browser on your own device.

Do I charge sales tax or VAT?

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.

Assumptions and sources

  • Payment terms follow the net-days convention (net 30, net 60), with the due date counted from the issue date.
  • Line amounts, subtotal, discount before tax, tax on the discounted subtotal, deposit and late fee are shown line by line; multi-currency invoices, withholding tax and credit notes are not modelled.
  • Late fee rates are your input because caps differ by jurisdiction, and the invoice is assembled in your browser without uploading anything.

Last reviewed 2026-09-14. Business arithmetic — not accounting, tax or legal advice. Read the full disclaimer.

Where a figure on this page comes from an official agency — HUD, IRS, FICO or a state body — the site keeps a dated snapshot of the source page in its sources library, and a scheduled job re-checks that snapshot, so the number can be traced back to the document it came from.

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