How to Create a Professional Invoice for Free

What is an invoice

An invoice is a document that a business or individual sends to a client to request payment for goods or services that have been delivered. It details what was provided, how much it costs, and when payment is expected. An invoice is both a request for payment and a legal record of the transaction.

Invoices are used by freelancers, contractors, consultants, tradespeople, and businesses of all sizes. They are distinct from quotes or estimates, which are sent before work begins. An invoice is sent after the work is done or at an agreed point during a project.

Why invoice quality matters

The quality and clarity of your invoice affects how quickly you get paid and how professionally your business is perceived. A vague or poorly formatted invoice gives clients reasons to delay payment, ask unnecessary questions, or dispute charges. A clear, complete, professional invoice makes the payment process straightforward for everyone.

Invoices also serve as financial records for your business. At tax time, your invoices document your income and help you calculate what you owe. Clients use them for their own bookkeeping. A well-structured invoice is easier to file, find, and reference months or years later.

What a professional invoice must include

A professional invoice should contain the following information as a minimum.

Your business details

Include your full legal name or business name, your business address, your email address, and your phone number. If you are registered for GST or another tax system, include your tax registration number. In Australia, this is your ABN. In other countries it may be a VAT number, GST number, or equivalent.

Client details

Include the full name or business name of the person or organisation you are invoicing, along with their address and contact information. This establishes who the invoice is addressed to, which matters if there is ever a dispute or a query about payment.

Invoice number

Every invoice should have a unique number. Invoice numbers help you and your client reference specific invoices in correspondence. They also allow you to track which invoices have been paid and which are outstanding. A simple sequential system works well, such as INV-001, INV-002, and so on.

Invoice date

The date the invoice was issued. This is the starting point for calculating the payment due date and is used in bookkeeping and tax records.

Payment due date

State clearly when payment is expected. Common payment terms are due on receipt, net 7 days, net 14 days, and net 30 days. Shorter payment terms generally result in faster payment. Whatever terms you use, state them explicitly on the invoice rather than leaving the due date ambiguous.

Itemised list of goods or services

List each item or service on a separate line. For each line, include a description, the quantity, the unit price, and the total for that line. Being specific here reduces queries and disputes. Instead of a single line that says "Consulting services - $2,000", break it down into "Strategy session (2 hours at $200/hr) - $400" and "Website audit report - $1,600" so the client can see exactly what they are paying for.

Subtotal, tax, discount, and total

Show the subtotal before any tax or discounts, then show any applicable tax amount separately, then any discounts, and finally the total amount due. Showing these calculations step by step makes it easy for the client to verify the figures and for both parties to reconcile the invoice against their records.

Payment instructions

Tell the client how to pay. Include your bank account details if you accept bank transfers, your PayPal address if you use PayPal, or a link to your payment portal. If you accept multiple payment methods, list them all. The easier you make it to pay, the faster you will be paid.

How to create a professional invoice for free

You can create a complete, professional PDF invoice using the Ekly invoice generator. Here is how.

Step 1: Open the invoice generator

Go to ekly.app/invoice. The tool loads in your browser with no signup required. You can start filling in your invoice immediately.

Step 2: Add your business details

Enter your name or business name, your address, and your contact information. If you have a logo, you can upload it to appear at the top of the invoice. These details are saved in your business profile so you do not have to re-enter them every time you create a new invoice.

Step 3: Add your client details

Enter the name and contact details of the client you are invoicing. Keep these accurate, particularly the name and address, as they appear on the final document and may be needed for the client's own records.

Step 4: Set the invoice number, date, and due date

Enter a unique invoice number, the date you are issuing the invoice, and the payment due date. If you are not sure what payment terms to use, net 14 days is a reasonable default for most freelance and consulting work.

Step 5: Add your line items

Add each product or service as a separate line item. Enter a description, quantity, and unit price for each. The tool calculates the line total automatically. Add as many lines as you need.

Step 6: Set your currency and tax

Select the currency for the invoice from the list of over 50 supported currencies. If you need to charge GST, VAT, or another tax, enter the tax rate as a percentage. The tool calculates the tax amount automatically and shows it separately from the subtotal.

Step 7: Add a discount if applicable

If you are offering a discount, enter it as a fixed amount or a percentage. The tool applies it to the subtotal and shows the discounted total clearly on the final invoice.

Step 8: Download your PDF invoice

Once all the details are filled in, download your invoice as a PDF. The PDF is professionally formatted and ready to send to your client by email or to print and post.

Invoice best practices for freelancers and small businesses

Send invoices promptly

Send your invoice as soon as the work is complete or at the agreed billing point. Delays in sending invoices directly cause delays in getting paid. The moment you deliver work, send the invoice.

Follow up on overdue invoices

If a payment deadline passes without payment, follow up promptly. A polite, professional reminder email referencing the invoice number and the amount due is usually enough to prompt action. Most late payments are the result of the invoice being overlooked rather than a deliberate refusal to pay.

Keep copies of every invoice

Store a copy of every invoice you send, whether as a PDF file or in accounting software. You may need to refer to old invoices during tax preparation, in the event of a payment dispute, or when a client requests a copy of an old invoice.

Number your invoices sequentially

Use a consistent numbering system and never reuse an invoice number. Sequential numbers make it easy to identify gaps in your records and to confirm that every invoice has been accounted for.

Be specific in your descriptions

Vague line items invite questions and disputes. The more specific your descriptions, the less back and forth you will have with clients about what they are being charged for. Specificity also protects you if a payment dispute ever escalates.

Common invoicing mistakes to avoid

Missing or incorrect client details

An invoice with the wrong client name or address can cause problems for the client's bookkeeping team and may result in payment being delayed while the error is corrected. Double-check the client details before sending every invoice.

No payment due date

An invoice without a clear due date gives the client no urgency to pay. Always state a specific date, not just a general term like "payment on receipt" without further detail.

Not including payment instructions

Clients should not have to contact you to find out how to pay. Include your bank details, payment link, or other payment information directly on the invoice.

Forgetting to include your tax registration number

If you are registered for GST or VAT and are charging it on your invoice, you are legally required to include your registration number on the invoice in most jurisdictions. Omitting it can create compliance issues for both you and your client.

Invoicing for Australian freelancers and small businesses

In Australia, if you are registered for GST and your annual turnover exceeds $75,000, you are required to issue tax invoices for taxable sales. A tax invoice must include the word "Tax Invoice" in a prominent position, your ABN, the date the invoice was issued, a brief description of what was sold, the GST amount, and either the total price including GST or the total price excluding GST with the GST amount shown separately.

If your annual turnover is below $75,000, you are not required to register for GST and do not need to charge it. You can still issue professional invoices without GST for your records and your clients' records. The Ekly invoice generator supports both GST and non-GST invoices.

Get started

Creating a professional invoice takes less than two minutes with the right tool. Go to ekly.app/invoice, fill in your details, and download your PDF invoice. No account is required and there is no limit on the number of invoices you can create. The tool is completely free.

If you want to save your business profile and access your invoice history from anywhere, create a free Ekly account. Your details are saved so every new invoice starts with your information already filled in.