How the invoice total is worked out
The generator follows the order most accountants and tax offices expect. Each step uses the result of the step before it.
Subtotal = sum of all line amounts
Taxable amount = Subtotal − Discount
Tax = Taxable amount × Tax rate
Total = Taxable amount + all taxes + Shipping
Balance due = Total − Amount already paid
Every line and every tax is rounded to the currency’s smallest unit (cents for dollars, whole yen for JPY). This keeps the PDF’s sums matching what a client’s accounting software adds up.
Worked example: a design job with VAT
A UK designer bills a client for 10 hours at £50 and 3 months of hosting at £19.99. They give a 10% discount and charge 20% VAT, plus £15 for a printed proof. The client already paid a £100 deposit.
| Step | Working | Amount |
|---|---|---|
| Design | 10 × £50 | £500.00 |
| Hosting | 3 × £19.99 | £59.97 |
| Subtotal | 500 + 59.97 | £559.97 |
| Discount 10% | 559.97 × 0.10 | −£56.00 |
| VAT 20% | (559.97 − 56.00) × 0.20 | £100.79 |
| Shipping | added after tax | £15.00 |
| Total | 503.97 + 100.79 + 15 | £619.76 |
| Balance due | 619.76 − 100 | £519.76 |
Type those numbers into the tool above and you will get the same figures.
Worked example: an Indian GST invoice
A freelancer in Maharashtra bills a client in the same state ₹1,00,000 for consulting, with a ₹5,000 discount. Within one state, GST at 18% is split into 9% CGST and 9% SGST. Click the CGST + SGST button to add both lines.
- Taxable amount: ₹1,00,000 − ₹5,000 = ₹95,000
- CGST 9%: ₹8,550, SGST 9%: ₹8,550
- Total: ₹1,12,100
For a client in another state, use one IGST 18% line instead. Exports of services to a client abroad are usually zero-rated under a Letter of Undertaking, so they have no GST line. Check with your tax adviser if you are not sure.
What to put on an invoice
Rules differ by country, but a complete invoice usually has:
- The word “Invoice” (or “Tax Invoice” where the law asks for it).
- A unique, sequential invoice number. Never reuse a number. A simple pattern like
INV-0001,INV-0002works, or include the year:2026-014. - The issue date and the due date. “Net 14” means payment is due 14 days after the issue date. The tool fills in today and today + 14; change them if you need to.
- Your name, address and contact details, plus your tax registration number (VAT number, GSTIN, NTN, EIN) if you have one.
- The client’s name and address.
- A clear description of each item or service, with quantity, rate and amount.
- Each tax shown separately, with its rate.
- The total due and how to pay: bank details, IBAN and SWIFT code, or a payment link. The Notes box is a good place for this.
Tips for getting paid faster
- Be specific. “Logo design, 3 concepts, 2 revision rounds” causes fewer questions than “Design work”.
- Set short terms. Fourteen days is common for freelancers. Put late-payment terms in the Terms box.
- Show deposits. Enter a deposit in Amount already paid so the PDF shows a clear balance due.
- Credit lines are allowed. A negative rate, such as a “Refund for cancelled session” line at −50, reduces the subtotal.
- Tax on shipping. Shipping here is added after tax. If your country taxes delivery charges, add delivery as a normal line item so the tax covers it.
Your data stays on your device
Everything happens in your browser. The PDF is built on your device by a JavaScript PDF library. Your logo is resized and kept only in memory. Save draft in this browser stores your text in this browser’s local storage, so you can reuse your details next month. It does not store your logo. Use Delete saved draft on a shared computer.
The PDF uses a standard font for Latin text. Other scripts and symbols, such as ₹, ₦, ₱, Urdu, Arabic or Hindi, are drawn by your browser and placed as sharp images, so they print correctly. Those words cannot be selected as text in the PDF.
Before you send it
Make sure the amount you invoice covers payment fees. If your client pays through PayPal or Stripe, a 3–4% fee comes off what you receive. The PayPal fee calculator and Stripe fee calculator show what to charge to receive a set amount. Freelancers paid in dollars can follow every deduction down to their local bank with the freelancer take-home calculator. If the client wants a signed copy, use Sign PDF on the downloaded file.