Can I add my company logo to the invoice?

Yes. Upload a logo image and it appears in the invoice header, in the PDF and in printed copies.

Does the generator handle sales tax and VAT?

It applies whatever tax rate you enter and shows the tax amount as its own line. It does not look up rates for you or file returns — the rate and its correctness are yours to set.

Can I invoice in multiple currencies?

Yes, 18 currencies are supported with correct formatting for each.

Can I add a purchase order number?

Yes, use the reference and notes fields to carry the customer's PO number so their accounts team can match the invoice.

Is an invoice from a free generator legally valid?

Validity depends on the invoice containing what your jurisdiction requires, not on which tool produced it. The generator gives you every standard field; confirm local requirements with your accountant.

How do I handle a partial payment?

Record the amount received in the notes and issue a clearly numbered follow-up invoice for the balance, or use a deposit line on the original document.

For small businesses

Small Business Invoice Generator

Small business invoices usually carry more than a fee: taxable goods, delivery charges, trade discounts and a purchase order reference. This generator handles all of those on one document and exports a PDF you can file or post.

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Can small businesses use a free invoice generator?

Yes. A free generator produces the same legally usable document as paid software — the difference is that it does not keep your ledger. If your bookkeeping lives elsewhere, or in a spreadsheet, a generator is enough.

Where paid software earns its cost is recurring billing at volume, bank reconciliation and tax filing. Below that threshold, most of a subscription pays for features you never open.

How is tax calculated on a small business invoice?

Line totals are added into a subtotal, any discount is deducted, tax is applied to the discounted amount, and shipping is added afterwards. That order keeps the taxable base equal to what the customer is actually charged for the goods.

Shipping treatment varies by jurisdiction — in some places delivery charges are themselves taxable. The generator keeps shipping as its own line so you can see and check it rather than having it buried in a single total.

What a small business invoice needs

Your registered business name, trading address and tax registration number
The customer's legal name and billing address, plus a delivery address if it differs
Their purchase order number where one was issued
A unique, sequential invoice number
Issue date, due date and the payment terms in words
Item lines with description, quantity, unit price and line total
Subtotal, discount, tax rate and amount, shipping, and the grand total
Payment instructions, including bank details or accepted methods

Products, services and mixed invoices

Product lines usually need a unit price and a count; service lines need a rate and a quantity of hours or units of work. The same table handles both, which matters when you install what you sell and have to bill for goods and labour together.

If part of what you supply is taxed differently, split it across clearly described lines rather than blending rates. An invoice that a customer's bookkeeper can decompose is an invoice that gets paid without a query.

Discounts and shipping

Trade and volume discounts are entered as a percentage or a fixed amount and are deducted before tax. Early-payment discounts are different: they are conditional, so state them in the notes as terms rather than deducting them up front, and issue a credit note if the customer earns one.

Delivery and freight go on the shipping line, after tax in the calculation order. Keeping it separate makes the invoice easier to reconcile against a courier bill.

Keeping your numbering and records straight

Invoice numbers should be unique and sequential, with no reused numbers and no silent deletions. If you void an invoice, keep the number and mark it voided rather than reissuing it. Most tax authorities expect invoices to be retained for several years — check the retention period that applies where you trade, and keep the PDFs somewhere you back up.

Frequently asked questions

Published 18 September 2026. Last updated 18 September 2026. Written by the Free Invoice Generator team. General invoicing information, not tax or legal advice.

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