Fill in the information that will appear on the free invoice, such as: company name, company address, city, country, etc.
Enter customer information
Fill in the customer information that will appear on the invoice, such as: your customer's name, customer's address, city, country, etc.
Enter invoice information
Fill in the information that will appear on the free invoice, such as: invoice number, invoice date, currency, payment terms, etc.
Enter the items you wish to bill
Insert up to 7 items to bill, by providing a description, a price per unit and the number of units.
Download your free invoice
Download your PDF invoice, ready to be printed or sent to your customers electronically.
Simple and beautiful invoice templates
Use the best free invoice generator to easily make an online invoice.
Essential elements of an invoice template
These are the essential elements that are typically found in a professional invoice template. By including the following elements, you can ensure that the most important information is transmitted to your
clients in a professional invoice format.
Let's dive into the anatomy of an PDF invoice template.
The Invoice Header helps your recipient to clearly identify the type of document they are receiving: an invoice. This is important to differentiate from other types of documents that may look similar, such as
quotes, proforma invoices and payment receipts.
Including the term "Invoice" is mandatory, even if you don't include any other information in the header. This is essential not only to aid organization and file management but also to comply with legal
requirements in many countries.
As the header is often the first section your client will look at, many companies also opt to include their logo or branding. This is an optional step, but it is highly recommended in order to clear up any
confusion for your recipients. Your clients may be receiving many invoices from different businesses and providers, so including your logo helps to ensure that they can tell your invoice apart from others.
Company name and details
Your company name and details should also appear towards the top of your invoice. It serves the same purpose as including your logo: to ensure that it is clear which company has sent the invoice. It also
provides the essential information needed for your clients to settle the invoice, and contact details in case of any problems.
Details that should be included are: your company name, your company address, and an email address. If you have separate contact details for your invoicing or accounting department, it is recommended to
include these rather than a general contact.
Client name and details
Your client's name and details should also be included in your invoice. Once again, this is to ensure that there is no confusion over the intended recipient of the invoice. When it comes to accounting, it
also aids your own organization to help identify and validate received payments.
Similar to your company name and details, you should include at a minimum: your client's company name, company address, contact's name, email address and phone number. If relevant, including their VAT or
company registration number can be done here.
Your invoice should include a unique number, otherwise known as an Invoice Number. This can aid your organization and accounting to be able to better keep track of received payments. It is especially
important in the case of multiple invoices being sent to the same client. This is not legally required, but highly recommended to make your accounting easier.
You can use any combination of numbers and letters for your invoice, and it can be as long or as short as you like. If needed, you can use an online generator to generate a random invoice number.
However, for more efficient organization and tracking, you could also adopt a custom format for your invoice number. For example, you could include the order date in the invoice number, or add the first three
letters of the recipient's company. This will help to instantly identify and differentiate invoices from the invoice number alone.
The Invoice Date should be included so that you know when the invoice was issued. This is also essential in the case of multiple invoices sent to the same client. This is essential information to help both
you and your client to organize your respective records.
It is also recommended to specify how much time the client has to pay the invoice. This is known as the Invoice Due Date. While this is, again, an optional element to include, it is highly recommended to
ensure that there is no confusion. If including the Invoice Due Date, be sure to clearly differentiate this from the Invoice Date.
Details of the product(s) and/or service(s) provided
Your final invoice should clearly state the goods and/or services that require payment. This is to make it very transparent what your clients will receive. Important elements to include in this section
The type of goods or services provided: ensure this is consistent with how goods or services are named on your pricing sheets, rates list or website. You don't need to include an incredibly detailed
description, but a concise description is ideal.
Unit price, or hourly rate: This is the cost per unit or per hour worked. You can express this with tax or VAT included or excluded, depending on the needs of your client. Ensure to state clearly
whether tax or VAT has been included or not.
Quantity: this refers to the number of goods sold, or number of hours worked
Costs of services
This list of cost of services may vary depending on your business model and the tax requirements in your country. They may include:
Tax or VAT: ensure to include the applicable tax rate, as well as the calculated amount of tax to be paid by the client, if not already included in the previous section
Shipping fees: in the case of goods to be shipped
Export tariff: in the case of international shipping, this can be included within the shipping fees or expressed separately
Miscellaneous fees: for example, urgent delivery fee
Discounts: If you have provided a discount on your goods or services, you can include the amount, and if applicable, the discount rate
In the Amount Due section, you will calculate the full amount that your client will need to pay. This is done by adding up the itemized list of goods or services provided, as well as including any additional
fees and discounts.
Terms, Conditions and Payment Instructions
The terms, conditions and payment instructions are not legally required, but extremely recommended. This ensures that everything is clear for your client on how to make the payment, and any possible
consequences for breaking your terms and conditions. In this section, you can include information such as:
The date limit for payment of the invoice
Late fees or additional charges
Accepted payment methods (credit card, cheque, PayPal, bank transfer, cash)
Details on how to make payments, for example bank details for transfers or a PayPal email address
Refund or retraction process
This information is especially important if you are invoicing a new client for the first time. Clarifying the terms, conditions and payment instructions ensures for a smooth, easy transaction, making it easy
for your clients to pay you on time and giving them a good first impression of working with you. You should include this information even for clients you have invoiced in the past, in case details have
changed since the last time you worked with them.
Is your online invoice generator really free?
Yes, this online invoice generator is 100% free. And you can create unlimited invoices.
Can I receive a PDF invoice?
Yes, you can. Once you have filled in all the necessary information, you instantly download a PDF invoice template that you can send to your customer.
Can I switch the currency on the invoice template?
Yes, our free invoice maker allows you to choose the currency between the US Dollar, Euro, British Pound, Yen and Swiss Franc.
Can I upload my company logo on the invoice template?
Yes, our free invoice maker allows you to upload your company logo in JPEG, PNG or SVG format.
Do I have to be a Mention customer to use the free invoice generator?
No. The free invoice generator can be used by everyone and anyone. We created it to help small business owners and entrepreneurs to create a professional looking invoice quickly and easily, without the need
for a design tool.
What Is an Invoice?
An invoice is a commercial document that serves as a request of payment from a client for a business' products and services. It documents a transaction between two parties, establishing an obligation of
payment from the client.
What are the important elements of an invoice template?
Inclusion of the term "Invoice"
A uniquely identifiable invoice number
The invoice date
Your business' name
Your customer's name
Details of the product(s) and/or service(s) provided, as well as the number of units and price per unit
The subtotal, taxes, and total amount
The payment terms, payment methods and/or due date for payment
Mention's free invoice generator allows you to add all of these important elements to your free invoice template.
What Is the Invoice Number?
An invoice number is a unique reference associated with an individual invoice. This number can be used to track payments, particularly where multiple invoices may be generated for the same client. Clients
should make reference to the invoice number when paying the invoice to make payment tracking easier.
Why is it indispensable to add the due date on the invoice?
Adding a due date for payment makes it clear to your customers when payment is expected. This will encourage them to make the payment on time, and avoid any ambiguity.