Tutorial · 10 min read

How to Use the Free Invoice Generator — Complete Step-by-Step Guide

MakeInvoiceEasy is a free online invoice generator that lets you create a professional PDF invoice in under a minute — no account, no software, no cost. This guide walks you through every feature: filling in your details, adding line items, changing currency, applying tax, and downloading or saving your invoice as a PDF on any device.

Ready to create your invoice right now?

Open the free invoice generator and follow along with this guide.

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1

Add Your Logo

In the top-left corner of the invoice you'll see a dashed box labelled "+ ADD LOGO". Click it to upload your business logo (PNG, JPG, or SVG). Your logo appears instantly on the invoice preview and will print on your PDF.

💡 Tip: A transparent PNG logo looks best. If you don't have one, you can skip this step — the logo area is hidden on the printed invoice when left empty.

To remove a logo you've uploaded, click the small ✕ button that appears in the top-right corner of the logo image.

2

Enter Your Business Details

Below the logo area, enter your business name and business address. These appear in the top-left of the invoice and identify you as the sender.

Business Name

Type your company or freelancer name here (e.g. "John Smith Design" or "Acme Ltd"). This appears as a large heading.

Business Address

Enter your full address including street, city, state/county, ZIP/postcode. You can also add your email or phone number here.

Both fields are required — you'll see a validation message if you try to print without filling them in.

3

Set the Invoice Title & Number

In the top-right area, you'll find the invoice title and number fields.

Invoice Title

The large light-grey text that says "INVOICE" by default. You can click it and change it to "TAX INVOICE", "QUOTE", "RECEIPT", or anything you need.

Invoice Number

Defaults to #001. Change this to your preferred invoice number format (e.g. INV-2026-001 or 2026-04-001). The label "Invoice No:" before the number is also editable.

⚠️ Note: Each invoice must have a unique number. Keeping a sequential numbering system (001, 002, 003…) makes it easy to track payments and reference invoices with clients.
4

Fill in Invoice Dates

Two date fields appear in the right header panel — the Sales Date (invoice issue date) and the Due Date (when payment is expected).

Sales Date (Invoice Date)

Set automatically to today's date. Click the field to pick a different date from the date picker. The label "Sales Date:" is editable — click it to rename it "Invoice Date:" or "Issue Date:" if preferred.

Due Date

Defaults to 30 days from today. Click it to choose a different due date. You can also click the ✕ button next to the date to clear it — if you clear the due date, the entire row is hidden on the printed invoice.

💡 Tip: The field labels ("Sales Date:", "Due Date:") are editable. Just click on them to type a custom label. This is useful if you want to localise the language or change the terminology.
5

Optional Fields: Payment Terms & PO Number

Below the date fields, you'll see two more rows: Payment Terms and PO Number. These are completely optional.

Payment Terms

Type your payment terms here — for example "Net 30", "Due on Receipt", or "2% 10 Net 30". If you leave this field empty, the entire row is hidden on the printed invoice. Nothing blank is printed.

PO Number

Some corporate clients require a Purchase Order (PO) number on every invoice for their accounting system. Enter it here if needed. Leave it blank and the row disappears from the PDF.

✅ Smart blank detection: MakeInvoiceEasy automatically hides any row where the value field is empty. You'll never have blank rows printed on your professional PDF.
6

Enter Client (Bill To) Details

On the left side below the header, under the "Bill To" label, enter your client's information. These fields appear on your invoice identifying who you are billing.

Bill To Label

The label "Bill To" is editable — click it to rename it "Invoice To", "Recipient", or any term that suits your business.

Client Name

Enter your client's name or company name. This is a required field.

Client Address

Enter the client's billing address. You can also include their email, phone, or VAT number here. This field auto-expands as you type.

7

Ship To Details (Optional)

Next to the "Bill To" section is a "Ship To" column for a separate shipping or delivery address. This is useful when the billing address and delivery address are different.

If you leave both the Ship To Name and Ship To Address fields blank, the entire "Ship To" column is hidden from the printed invoice. Fill it in only when you need it.

💡 Tip: The "Ship To" label is also editable. You can change it to "Deliver To", "Send To", or "Service Location" depending on your use case.
8

Add Line Items

The line items table is the core of your invoice. Each row represents one service, product, or charge you are billing for.

Table Columns

Item Description

Describe the service or product clearly. Example: "Website Design – Home Page" or "Consulting – 5 hours". The column header is editable so you can rename it to "Service", "Product", etc.

Quantity

Enter the number of units or hours. For a flat-rate project, enter 1. For hourly work, enter the number of hours.

Rate

Enter your price per unit or per hour. The Amount column is calculated automatically (Quantity × Rate).

Amount (auto-calculated)

This column is read-only — it shows Quantity × Rate for each line and updates as you type.

Adding & Removing Items

  • + Click "Add new item" (the green button below the table) to add another row.
  • ✕ Click the ✕ on the right side of any row to delete it (only visible when there is more than one item).

Adding Custom Columns

Click the small + button at the far right of the dark table header to add a custom column (e.g. "Hours", "SKU", "Unit", "Notes"). You can rename the column header by clicking on it. Remove a custom column by clicking the ✕ button that appears in its header.

9

Change the Currency

MakeInvoiceEasy defaults to USD ($) but supports all major world currencies. To change it, use the Currency Selector in the right sidebar panel.

How to change currency:

  1. 1. Look for the Currency dropdown in the right-hand sidebar.
  2. 2. Click it and select your currency (e.g. EUR €, GBP £, BDT ৳, INR ₹, CAD $, AUD $).
  3. 3. The currency symbol updates instantly throughout your invoice — in the line items, totals, discount, tax, and shipping rows.
💡 Tip: The currency selector changes the symbol only — it does not convert amounts. If you need to change from $ to £, update your amounts to reflect the correct values in the new currency.
10

Add Discount, Tax & Shipping

Below the line items table and above the Total, you'll see three optional buttons: + Discount, + Tax, and + Shipping.

+ Discount

Click to add a discount row. Enter the discount value. Toggle between:

  • • Flat amount (e.g. $50 off) — shown with your currency symbol
  • • Percentage (e.g. 10% off) — click the green toggle button to switch between flat and %

The discount is applied to the subtotal before tax is calculated.

+ Tax

Click to add a tax row. Enter your tax rate or amount. Toggle between:

  • • Percentage (e.g. 20% VAT, 10% GST) — the most common option
  • • Flat amount (e.g. a fixed tax charge)

Tax is calculated on the subtotal after discount. The label "Tax" is editable — you can rename it "VAT", "GST", "Sales Tax", etc.

+ Shipping

Add a flat shipping or delivery charge. This is added directly to the total after tax.

✅ Calculation order: Subtotal → minus Discount → plus Tax → plus Shipping = Total Amount

Amount Paid & Balance Due

Below the Total, there is an Amount Paid field — enter any deposit or partial payment already received. The Balance Due is then calculated automatically (Total – Amount Paid). This is ideal for invoices with deposits or partial payments.

11

Add Notes & Payment Terms

In the bottom-left of the invoice, there are two optional text areas: Notes and Terms.

Notes

Use this for payment instructions, thank-you messages, or anything the client needs to know. For example: "Please transfer to: Bank Name, Account No: 12345678, Sort Code: 12-34-56. Payment due within 30 days."

If you leave the Notes field empty, the entire Notes section is hidden from the printed PDF.

Terms

Add your terms and conditions here — late payment fees, ownership clauses, or service terms. For example: "A 2% monthly late fee applies to overdue invoices."

Like Notes, the Terms section is hidden from the PDF if left blank.

The section labels ("Notes", "Terms") are both editable — click on them to rename them if needed.

12

Download & Save as PDF

When your invoice is complete, click the large green "DOWNLOAD PDF" button in the right sidebar. This uses your browser's built-in print engine to generate a pixel-perfect PDF — because it uses the browser, the styling, fonts, and layout match exactly what you see on screen.

How to Save as PDF on Desktop (Chrome / Edge / Firefox)

  1. Step 1 Click the green "DOWNLOAD PDF" button. Your browser's print dialog opens.
  2. Step 2 In the "Destination" or "Printer" dropdown, select "Save as PDF" (Chrome/Edge) or "Microsoft Print to PDF" or "PDF" (Firefox/Safari).
  3. Step 3 Check the paper size is set to "A4" for international or "Letter" for US standard.
  4. Step 4 Make sure "Background graphics" or "Background colours" is enabled so your invoice styling prints correctly.
  5. Step 5 Click "Save" or "Print" to save the PDF to your computer. Choose your download folder.
⚠️ Important for best results: Enable "Background graphics" / "Background colours" in your browser's print settings. Without this, the dark table header and coloured elements may not print correctly.

Browser-Specific PDF Save Instructions

🟡 Google Chrome

  1. 1. Click DOWNLOAD PDF
  2. 2. Destination → "Save as PDF"
  3. 3. Enable "Background graphics"
  4. 4. Click Save

🔵 Microsoft Edge

  1. 1. Click DOWNLOAD PDF
  2. 2. Printer → "Save as PDF"
  3. 3. More settings → Enable "Background graphics"
  4. 4. Click Save

🟠 Firefox

  1. 1. Click DOWNLOAD PDF
  2. 2. Choose "Microsoft Print to PDF" or "Save as PDF"
  3. 3. Enable "Print backgrounds"
  4. 4. Click Print/Save

🔵 Safari (Mac)

  1. 1. Click DOWNLOAD PDF
  2. 2. Bottom-left dropdown → "Save as PDF"
  3. 3. Choose a save location
  4. 4. Click Save
📱

Saving the Invoice on Your Phone or Tablet

MakeInvoiceEasy works on mobile browsers. After filling in your invoice, tap DOWNLOAD PDF and follow these steps:

📱 iPhone / iPad (Safari)

  1. 1. Tap the DOWNLOAD PDF button.
  2. 2. The share sheet appears — tap the Share icon (box with arrow up).
  3. 3. Scroll down and tap "Print".
  4. 4. Pinch to zoom in on the preview, then use the share icon again.
  5. 5. Tap "Save to Files" to save the PDF to your iPhone or iCloud Drive.

Alternatively, use the AirPrint option if you have a compatible printer.

🤖 Android (Chrome)

  1. 1. Tap the DOWNLOAD PDF button.
  2. 2. Chrome's print dialog opens. Tap the dropdown at the top.
  3. 3. Select "Save as PDF".
  4. 4. Tap the PDF button (download icon) in the top right.
  5. 5. Choose where to save — your Downloads folder or Google Drive.
✓

Pro Tips for Professional Invoices

  • ✅ Rename all labels to match your language

    Every label — "Bill To", "Notes", "Invoice No:", "Tax" — is editable. Localise them to your language or tone.

  • ✅ Leave unused fields blank

    Payment Terms, PO Number, Ship To, Notes, Terms — if you don't need them, leave them empty. They'll be hidden on the printed invoice automatically.

  • ✅ Use the Notes field for bank details

    Add your bank account number, sort code, IBAN, or PayPal email in the Notes section so clients know exactly how to pay you.

  • ✅ Test your PDF before sending

    Save as PDF once first to check everything looks correct, then send the final version to your client.

  • ✅ Add a signature for extra professionalism

    The signature area (if enabled) allows you to upload a signature image that appears on the printed invoice.

  • ✅ Customise table headers

    Click on "Item Description", "Quantity", "Rate", and "Amount" in the dark table header to rename them. Great for adapting to different industries (e.g. "Hours", "Day Rate", "Project Phase").

Frequently Asked Questions

How do I download my invoice as a PDF?

Click the green "DOWNLOAD PDF" button. Your browser's print dialog will open. Change the destination to "Save as PDF" and click Save. Your invoice is saved to your device as a PDF file.

Do empty fields appear on the printed invoice?

No. Any field you leave blank — such as Payment Terms, PO Number, Ship To, Notes, or Terms — is automatically hidden on the printed PDF. Only the information you fill in will appear.

How do I change the currency on my invoice?

Use the Currency Selector in the right sidebar. You can choose from common currencies like USD, EUR, GBP, BDT, INR, and more. The currency symbol updates instantly throughout your invoice.

Can I add my business logo to the invoice?

Yes. Click the "+ ADD LOGO" area in the top-left corner of the invoice. You can upload a PNG, JPG, or SVG logo file. It will appear on your printed PDF invoice.

How do I add tax to my invoice?

Click the "+ Tax" button in the totals section. Enter your tax rate as a percentage (e.g. 10 for 10%) or toggle it to a flat amount. The tax is calculated and added to your total automatically.

Can I save the invoice on my phone?

Yes. On mobile, tap "DOWNLOAD PDF", then in the Share menu choose "Save to Files" (iOS) or select your download folder (Android). On desktop, select "Save as PDF" in the print dialog.

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