How to use this PDF invoice template
- Download the blank PDF for a paper invoice, or open the sample PDF to see how the fields fit together.
- To type your details and calculate amounts, open the online invoice editor. The blank download is a printable document, not an interactive fillable form.
- Add the sender, client, dates, invoice number and items. Review your tax, discount, total and payment instructions.
- Download the finished PDF or choose Preview & print PDF to review it before printing or saving. Check every page before sharing it.
When PDF is a good fit
PDF is useful when you are ready to send an invoice and want the layout to stay consistent. Keep a Word, Excel or editor backup as your editable original, so you can make corrections or prepare the next invoice.
Make it a complete invoice
Include a unique invoice number, issue date and payment due date. Identify your business and client, describe each item clearly, and show quantities, rates, currency, any applicable tax and the total due.
Add payment instructions that your client can follow. Replace every bracketed placeholder with your information, remove the instruction rows in the Excel workbook before sending, review the actual file you will send, and keep a copy. Our invoice guide covers numbering, saving and sending in more detail.
Questions about PDF invoices
Can I edit the blank PDF?
It is a printable PDF rather than a fillable form. You can write on a printed copy, use your own PDF editing software, or enter your details in our online editor and download a new PDF.
Is an invoice the same as a receipt?
An invoice requests payment and lists what is owed. A receipt acknowledges a payment. Do not label an unpaid invoice as paid; keep a separate record of payments received.
How do I save an invoice as a PDF?
Use Download PDF in the online editor. In Word or a spreadsheet app, use its PDF export or print option. Review the saved file to make sure the totals, line items and page breaks are correct.