# Invoice Generator

> Fill in your details and line items, then download a clean PDF invoice. It handles tax, discounts, deposits and the balance due. There is no signup and no watermark, and nothing leaves your browser unless you choose to save your business details on this device.

Canonical: https://receiptscanner.co/tools/invoice-generator
Updated: 2026-10-26 · Sources re-checked by: 2027-04-26

This is a free interactive calculator that runs in the browser. Nothing you type is stored or sent. Results are estimates.

## How it works

Each line is quantity × price. The subtotal is the sum of the lines. A discount comes off the subtotal, either a percentage or a fixed amount. Tax is charged only on the items you mark as taxable, after their share of the discount: tax = taxable items × (1 − discount ÷ subtotal) × tax rate. Total = subtotal − discount + tax. Balance due = total − payments already received. On a deposit invoice, the amount due now is the deposit percentage of the total, minus any payments already received.

**What to put on an invoice**

| Part | Why it is there |
| --- | --- |
| Your business name and contact details | So the client knows who to pay and how to reach you |
| Client name and address | Says who the invoice is for |
| Invoice number | A unique number makes it easy to find, match and file |
| Issue date and due date | Starts the clock on payment terms such as Net 30 |
| Items with quantity and price | Shows how the total was built; labor and materials can be separate |
| Subtotal, discount, tax and total | Lets the client check the math |
| Payments already received | Shows a deposit or earlier payment already taken off |
| Balance due and how to pay | The number they need and the way to send it |

**Which document to use**

| Document | Use it when |
| --- | --- |
| Invoice | The work is done and you are asking for payment |
| Deposit invoice | You want part of the money up front, as a percentage of the total |
| Progress invoice | You bill in stages while the job is running |
| Final invoice | The job is finished and you are asking for the rest |

## Worked example: a faucet job with a deposit already paid

1. Labor: 3 hours × $90 = $270.00 (not taxable).
2. Materials: a faucet at $180 plus 2 supply lines at $12.50 = $205.00 (taxable).
3. Subtotal: $475.00.
4. Tax at 8% on the taxable $205.00 = $16.40.
5. Total: $475.00 + $16.40 = $491.40.
6. The client already paid a $100 deposit, so the balance due is $391.40.
7. If you had asked for a 50% deposit first, the deposit invoice would ask for $245.70 now.

## FAQ

### What should an invoice include?
At minimum: your business name and contact details, the client's name, a unique invoice number, the issue date and due date, a description of the work with quantities and prices, the subtotal, any tax, the total, and how to pay. Rules differ by country. For example, in the UK a VAT invoice must include your VAT number and show the VAT separately. Check the rules where you work.

### How do I write an invoice for a job?
Add your details and the client's, give the invoice a number, list each item with a quantity and price, mark which items are taxable, and add payment instructions. Then download the PDF and send it. Splitting labor and materials into separate items makes the invoice easier to read and to check.

### What is the difference between a deposit, progress and final invoice?
A deposit invoice asks for part of the money before the work starts. A progress invoice bills for work done so far on a longer job. A final invoice asks for what is left when the job is finished. Choose the type in the first box, and the PDF title and the amount due now change to match.

### How do I show a deposit that was already paid?
Type the amount in "Payments already received". It is taken off the total, and the balance due shows what is left. If you are instead asking for a deposit up front, choose Deposit invoice and enter the percentage.

### How should I number invoices?
Use a number that never repeats, in order, such as INV-0001, INV-0002. Tick "Remember my business details on this device" and the generator saves the next number after each download.

### What does Net 30 mean?
Net 30 means payment is due 30 days after the issue date. Pick a term and the due date is worked out for you, or pick a date yourself.

### Can I sign the invoice?
Yes. Draw your signature with your finger, a pen or the mouse, or type your name and pick a handwriting style. It is added to the PDF above a line with your printed name and the issue date. You can also tick a box to add a blank line for the client to sign and date.

### Is my information stored or sent anywhere?
No. The invoice and the PDF are made in your browser, and nothing is uploaded. If you tick the box to remember your business details, they are saved in this browser on this device only, and the "Clear saved data" button removes them.

### Is this a legal tax invoice?
It is a clean invoice for your records and your clients. Some countries and tax systems need specific wording, numbers or electronic formats. This is not tax or legal advice, so check the rules where you work.

## Sources

- [GOV.UK: a VAT invoice must show your VAT number and show the VAT separately](https://www.gov.uk/vat-record-keeping/vat-invoices) (checked 2026-10-26)

This tool makes an invoice for your records and your clients. It is not tax or legal advice, and it does not create an official e-invoice for any tax authority. Check the rules where you work.