How to use the invoice generator
- Enter the invoice number and date.
- Enter your details as the seller: name, address and any tax number you must show.
- Enter the customer’s details.
- Add line items: description, quantity, unit price and tax rate.
- Check the net total, tax and invoice total.
- Print the invoice or save it as a PDF.
How totals are calculated
Each line’s net amount is quantity × unit price. Tax per line is the net amount × the line’s tax rate. The invoice shows the total net amount, the total tax and the invoice total (net + tax). Amounts are rounded to two decimal places for display.
Worked example
Two lines: design work, 10 hours at $80, and hosting for one year at $120.
- Net: $800 + $120 = $920.
- With no tax, the total is $920.
- On the German version with 19% VAT on both lines, VAT is $174.80 and the total is $1,094.80 (in euros).
Invoice requirements
Rules differ by country. Registered businesses in VAT and GST countries usually need to show their tax registration number, the tax rate and tax amount, and sometimes the customer’s details or tax number. Some countries require specific wording, sequential numbering or electronic invoicing for certain transactions. This generator produces a clear invoice layout, but you are responsible for including everything your law requires.
Tips
- Use sequential numbers and never reuse them.
- State payment terms and how to pay in the description or notes.
- Keep copies of every invoice for your records.
- Send promptly; the sooner you invoice, the sooner you are paid.
- Check tax rates with the sales tax and VAT calculator.
Getting paid on time
Clear invoices get paid faster. Describe the work precisely, include the due date and payment details, and follow up politely when payment is late. The cash flow forecast can help you plan for clients who pay slowly.
Invoices with mixed tax rates
If you sell items taxed at different rates, such as standard and reduced VAT in Germany or Spain, give each line the correct rate. The generator calculates the tax line by line and adds it up, so mixed invoices are handled correctly. For goods or services that are exempt or zero-rated, enter 0% and add a note explaining why if your rules require one.
Limitations
The generator is a simple layout and calculation tool. It doesn’t store invoices, track payments, number them automatically or create the electronic formats some countries require.