InvoicesCraftsWhat should you include on an invoice?
An invoice tells the customer what they bought, how much they owe and how to pay. Start with the fields below. Your business, industry or billing country may require additional information; the generator's country profile gives you relevant fields to review.
- Seller name, billing address and contact details.
- Customer name and billing address, plus a purchase-order reference if requested.
- A unique invoice number, issue date and payment due date.
- A clear description, quantity and unit price for each product or service.
- The currency, subtotal, discounts, applicable taxes, payments already received and balance due.
- Payment instructions and the terms agreed with the customer.
Choose a template that fits the work
Use a standard invoice for general billing, a freelance invoice for project work, or a timesheet invoice when hours and rates need to be explicit. A quotation describes a proposed price; a payment receipt records money received. Choose the document that matches the stage of the transaction.
In InvoicesCrafts, select the billing country before entering the amounts. The profile supplies a default currency, local formatting and relevant tax fields. Check these defaults against your own transaction rather than treating a preset as a determination of the tax you owe.
Use a traceable invoice number and clear payment terms
Choose a numbering pattern you can follow consistently, such as INV-2026-001 followed by INV-2026-002. Keep a record of issued numbers so that two different invoices do not accidentally share the same reference. Follow any local requirements for numbering and corrections.
Write an exact due date along with any agreed payment term. If payment is due 14 days after issue, verify the date displayed on the invoice. Include enough payment information for the customer to pay in the agreed currency, and reference any deposit already received.
Check the amounts, save the PDF and follow up
Compare every line item with the agreed scope or order. Check quantities, rates, discounts, tax treatment, the total and the outstanding balance. Read the finished preview as your customer will see it, including the address and payment instructions.
Use the print or PDF action and choose Save as PDF in your browser. Open the saved file before sending it through your usual email or delivery method. Sign in if you want to manage standard invoices and customer records in the workspace; guest drafts stay in the same browser. Record a payment when it arrives so your outstanding balance remains useful.
Example: a fixed-price design invoice
Illustrative USD invoice with no tax or discount applied. The example assumes no tax is due; it does not determine the treatment of your own sale.
- Invoice number
- INV-2026-001
- Issue date / due date
- 5 October 2026 / 19 October 2026
- Website design
- 1 × USD 800.00 = USD 800.00
- Approved revisions
- 2 × USD 50.00 = USD 100.00
- Subtotal / total
- USD 900.00
- Deposit already received
- USD 200.00
- Balance due
- USD 700.00
Common questions
Can I create an invoice without a spreadsheet?
Yes. Enter the business, customer and line-item details in the free invoice generator, review the calculated totals, then save the finished document as a PDF.
Is an invoice the same as a receipt?
An invoice records an amount billed and its payment terms. A receipt records a payment received. Use the payment receipt template when you need to confirm a payment.
Should I add tax to every invoice?
Tax treatment depends on the seller, transaction and jurisdiction. Review the relevant rules for your sale before selecting a tax preset or entering a rate.