Simple Invoice Generator

Who this is for

An invoice that adds itself up. Enter your details, the customer's, the line items and whatever tax rate applies to you, and the subtotal, tax and total are worked out on screen and in the spreadsheet — then print it or download it as a PDF.

Sole traders, freelancers and small businesses that send a few invoices a month and do not want accounting software to do it.

What this helps you track

• Line totals from quantity and unit price, with no arithmetic by hand
• The subtotal, the tax at your rate and the amount due, all on one page
• A numbered, dated invoice with a due date the customer can see
• Payment details and terms in a fixed place at the foot, so they are never left off

How to use it

1. Enter your business name and address, the customer's name and address, and give the invoice a number and a date.
2. Write the tax label you use (VAT, GST, sales tax, or leave it blank) and the rate as a plain number — the sheet applies it, it does not supply it.
3. Add one line per item or piece of work: a description, the quantity and the unit price. The line total fills in.
4. Check the subtotal, tax and total in the summary. Put your bank details and payment terms in the notes area.
5. Print it, download it as a PDF to email, or download the workbook and keep one sheet per invoice.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What tax rate should I use?

Whatever your tax authority requires of your business, if any. Rates and thresholds differ by country and change over time, so none is built in — you enter the rate and the label, and the sheet does the multiplication.

Do I have to number invoices in sequence?

Many tax authorities expect it and every customer's accounts department prefers it. Check the rules where you are; the sheet simply gives the number a fixed place at the top.

Can I add a discount or a deposit already paid?

Add a line with a negative unit price or a negative quantity — the line total and the totals below will subtract it. Say what it is in the description so the customer can follow.

Is my invoice data sent anywhere?

No. The browser version keeps what you type in your own browser on this device, and the PDF and workbook are generated there too. Download a copy of anything you need to keep.

What is the difference from the invoice sheet?

The printable invoice sheet is a blank layout for a pen. This one calculates: the line totals, tax and total are worked out for you online and in the workbook.