How to Make an Invoice: A Complete, Practical Guide

1. Choose a format that fits the job

Start with the way you expect to edit the invoice. A Word invoice template is useful when descriptions and layout matter. An Excel invoice template is better when quantities, rates and formulas change often. The online invoice generator prepares PDF, Word and Excel files in your browser without an account.

A quote, invoice and receipt are different records. A quote proposes a price before work is agreed. An invoice asks for payment. A receipt confirms that payment was received. Use the document that matches the event rather than changing only its heading.

2. Identify your business and your client

Add the business or seller name, contact details and billing address you actually use. Identify the customer clearly enough that their accounts team knows which account or project to charge. Ask for a purchase order number, billing contact or department before sending if the client requires one.

Requirements depend on where you trade and whether tax applies. For example, Australian government guidance recommends a simple layout that clearly says what is owed, when it is due and how to pay. Treat that as useful communication practice, then check the rules that apply to your own business.

Add your company logo to the invoice template

A company logo helps a client recognize who sent the invoice. In the PDF, Word and Excel generators, you can add your own logo and an optional client logo above the corresponding business details. Keep the company names, addresses and contact details as text as well.

1. Open the PDF invoice generator, Word invoice generator or Excel invoice generator. Under The basics, choose Upload logo in Your business logo or Client logo.
2. Choose a PNG, JPG or WebP image smaller than 5 MB. A transparent PNG is useful when you want the white invoice background to show around the logo. The image is processed in your browser and is not uploaded to us.
3. Choose Small, Medium or Large, then use the size slider for finer adjustment. Each logo keeps its proportions. The displayed print size shows the intended width and height; the largest setting fits within 50 × 25 mm.
4. Choose Left, Center or Right alignment within that company’s section. Replace logo changes the image while keeping its settings. Reset size & alignment returns to the medium size and left alignment; Remove clears only that logo.
5. Choose Preview & print PDF to inspect the PDF pages. Download your chosen format and check that both logos and the company details are clear. Word and Excel use their own layouts, so check their print preview too. Spreadsheet print scaling can change the final printed logo size.

Try a two-logo invoice example

Choose Use sample logos in the generator to add a wide North Studio logo and a square Linden Coffee logo without changing your invoice details. These are fictional businesses; replace both marks before sending your own invoice. Use sample replaces the full invoice, including its logos, after confirmation.

View the finished two-logo invoice example, generated with the same PDF tool. You can also download either image above and try uploading it yourself.

If your logo looks too small or blurry

White or transparent space around an image counts toward its size. Trim unnecessary margins in an image editor before uploading it; this generator does not crop the image. If text looks blurry, start with a clearer original and avoid enlarging a tiny image. Check the result at its intended print size.

Keep logos when you return later

Download backup saves both logos and their size and alignment along with the invoice details. Import backup restores that JSON file, including logos, up to 2 MB. Remember this draft on this device is optional and also saves the logos in this browser. Start blank clears both logos. See how to save and reuse an invoice draft for the full workflow.

3. Add a unique number and meaningful dates

Use a number you have not used for another invoice. A small business might begin with INV-2026-001 and continue to 002. The issue date records when you raised the invoice; the due date tells the client when payment is expected. If your terms say “14 days,” show the actual due date as well so the client does not need to calculate it.

The editor does not assign or increment invoice numbers for you. Keep your own register. The invoice numbering guide includes a simple register and options for more than one series.

4. Describe the work in language the client recognizes

Use one line for each useful unit of work or product. “Website design — 10 hours at $85” is easier to approve than “services.” Match project names, dates or milestones to the agreement. State the currency beside the amounts when either party could reasonably expect a different currency.

5. State the total, terms and payment route

Show the subtotal, any discount, applicable tax and final amount due. Tell the client how to pay, what reference to include and who to contact with a question. Do not copy a tax rate from a sample: registration, place of supply and item type can change the correct treatment.

Record deposits, partial payments and receipts separately unless your chosen template supports them clearly. This editor calculates a total from items, one discount and one tax rate; it is not a payment ledger and it does not mark an invoice paid.

6. Save the editable source and inspect what you send

Keep an editable source, then export a PDF for the client when you want a stable layout. Open the actual exported file. Check long descriptions, page breaks, bank details, the total and every page. Use a file name such as INV-2026-001-North-Studio.pdf rather than “invoice-final-new.pdf.”

In our generator, “Remember this draft on this device” stores one latest draft in this browser. “Download backup” creates an invoice-backup.json file you can import later. It is not a cloud account or multi-template library; clearing browser storage can remove the local draft.

A seven-point check before sending

• Business and client names are correct.
• The invoice number is unique in your register.
• Issue and due dates match your terms.
• Items are specific, quantities and rates are correct, and currency is clear.
• Discount and tax treatment have been checked for this transaction.
• Payment instructions work and contain no unnecessary private information.
• The exported file opens and every page looks complete.

Frequently asked questions