Invoice Creator user guide

1. Quick start

1. Open the free invoice generator (or a country page).
2. Pick a template and (optionally) a brand color.
3. Fill in invoice number, dates, your business, and your client.
4. Add products or services as line items.
5. Set tax, discount, or shipping if needed.
6. Check the live preview on the right (or Preview tab on mobile).
7. Click Download PDF.

Your draft autosaves in this browser as you type. You do not need to create an account.

2. Open the generator

You can start from several places:

• Header button Create Invoice → /invoice-generator
• Templates → open a template → Use it (opens the generator with that template selected)
• Home page or footer links for country generators (Pakistan, UAE, UK, USA)

The page opens with sample data so you can see how a finished invoice looks. Replace every sample field with your real details before sending the PDF to a client.

3. Choose a country / location

Use a location page when you want currency and tax ID labels matched to a country — instead of a generic US-style form.

On location pages, tax labels change (for example NTN / STRN in Pakistan, TRN in the UAE, VAT number in the UK, EIN / Tax ID in the USA). Default tax rates are starting points only — always edit them to match your supply. These tools do not file taxes with FBR, FTA, HMRC, or any state agency.

Prefer a neutral form? Use the main invoice generator (USD by default, generic Tax / VAT ID label). You can still change currency in the Currency dropdown.

4. Select a template & color

In the Template section, click any of the 18 layouts. The live preview updates immediately. Use Compare all 18 to browse by industry.

Available templates:

• Modern — Freelance
• Minimal — Design
• Corporate — Enterprise
• Elegant — Luxury
• Blue — Small Business
• Dark — Tech
• Startup — SaaS
• Agency — Marketing
• Creative — Creative Arts
• Classic — Accounting
• Nordic — Architecture
• Emerald — Healthcare
• Sunset — Hospitality
• Slate — Legal
• Bold — Sales
• Lavender — Beauty
• Ocean — Consulting
• Mono — Software

Template color

• Under Template color, use Pick a color to change headers, totals, and accents.
• Click Reset to default to restore that template’s original accent.

5. Typography (fonts & sizes)

Open the Typography section. Turn on Enable custom typography to override the template’s default type.

• Font style — Template default, Sans (Helvetica), Serif (Georgia), Mono (Courier), Classic (Times), or Rounded (Verdana)
• Body size — slider from Small (11px) to Large (18px)
• Title size (Invoice heading) — H1 Large, H2 Medium, or H3 Compact
• Toggles: Bold titles, Bold body, Italic body, Italic notes
• Reset restores typography defaults (and turns custom typography off)

A small live sample under the controls shows how “Invoice” and body text will look. The downloaded PDF uses the same settings as the preview.

6. Logo & signature

In Branding:

• Logo — click Upload, choose PNG, JPG, or SVG (max 1.5 MB)
• Signature — upload an image of your signature the same way
• Use Remove next to either thumbnail to clear it

Images stay in your browser draft only — they are not uploaded to our servers. On the PDF, the signature area is labelled Authorised signature.

7. Invoice details

• Invoice number * — required (for example 2026-0001). Accounts teams often reject invoices without a unique number.
• PO number — optional purchase order reference
• Issue date * and Due date * — due date cannot be before the issue date
• Currency — USD, EUR, GBP, INR, AUD, CAD, AED, or PKR

8. Your business & client

Fill From (your business) and Bill to (client):

• Name * — at least 2 characters
• Email — optional; if filled, it must be a valid address
• Address, Phone
• Tax / VAT ID (or the location label such as NTN, TRN, VAT number, EIN)
• On country pages: a second ID field (STRN, Trade licence, Company number, State tax ID)

9. Line items

• Enter a clear description, quantity, and rate for each row
• Click Add line item for more rows
• Use the trash icon to remove a row (at least one row must remain)
• At least one line needs a description before you can download a PDF

Tip: write descriptions a client can approve without emailing you — for example “Website redesign — homepage and 4 inner pages” instead of “Design work”.

10. Tax, discount, shipping & amount paid

• Tax rate (%) — or the location label (Sales tax / GST, VAT, etc.). Value from 0 to 100.
• Discount — choose % of subtotal or a fixed amount in your currency
• Shipping / extra — optional flat amount
• Amount already paid — reduces the balance due (useful for deposits)

Totals update live: subtotal → discount → tax on the remainder → plus shipping = total. Balance due = total minus amount already paid.

11. Notes & payment terms

• Notes — thank-you message, bank details, IBAN, payment link, etc.
• Payment terms — Net 14, late fees, reverse-charge wording, and similar

Put payment instructions on the invoice itself so the client does not have to ask for them in a separate email.

12. Watermark (optional)

Invoice Creator does not stamp its own brand on your PDF. You can optionally add your own watermark:

• Turn on Enable watermark
• Enter Watermark text (or tap presets: PAID, DRAFT, CONFIDENTIAL, COPY)
• Adjust Opacity
• Or upload an Image watermark (text is hidden while an image is set)

13. Preview & download PDF

Live preview

On desktop, the preview stays visible on the right and scales to fit the column. The PDF exports at full A4 size — what you see is the same layout, just scaled down for the screen.

Download PDF

1. Click Download PDF (desktop) or PDF (mobile bar)
2. If something is missing, the form highlights errors and shows Fix these before downloading
3. When ready, the file downloads as invoice-{number}-{client}.pdf

While exporting you will see Building PDF…. Success shows PDF downloaded — Check your downloads folder.

Printing

There is no separate Print button in the generator. Download the PDF, then print it from your PDF viewer or browser.

14. Autosave, drafts & reset

• Status shows Autosave on, then Draft saved with the time after each change
• Drafts are stored in this browser only (separate drafts for the main generator and each country page)
• Returning later shows Draft restored — We picked up where you left off.
• Reset clears the draft and restores sample defaults for that page

Clearing site data, using another browser, or another device starts a blank draft. Keep a downloaded PDF if you need a permanent copy.

15. Using on mobile

• Switch between Edit and Preview tabs
• The bottom bar shows balance due, autosave status, Reset, and PDF
• From Preview, use Back to editing to return to the form

16. Tips & common fixes

• “Fields need attention” — fill required names, invoice number, dates, and at least one described line item; fix any invalid email
• Due date error — due date cannot be before the issue date
• Image upload failed — use PNG, JPG, or SVG under 1.5 MB
• Wrong currency symbol — change Currency in Invoice details (or open the matching country page)
• Lost draft — drafts do not sync across phones/computers; download the PDF when finished

17. Privacy & limits

• Invoice data is processed in your browser and autosaved locally
• We do not receive your invoice contents when you create or download a PDF
• The tool is not tax, legal, or accounting advice — see our Disclaimer and Privacy Policy
• Need help? Contact us or read the FAQ