How to make an invoice in five steps
- Add your business. Name, address, phone and email, plus your logo if you have one. Add your tax ID (EIN, business number, VAT number, ABN or GST number) if your tax office or your clients expect it on invoices.
- Add the client. The name and address the bill goes to. For a homeowner that's usually the service address; for a property manager, their office.
- List the work. One line per service, part or material, with a quantity and a rate. "Labor (hours)" with a quantity of 3.5 reads better than a single lump sum.
- Set tax and terms. Enter your tax rate, a discount if you agreed one, and the due date. Put payment terms and warranty notes in Notes (what net 30 and other terms mean).
- Download and send. The PDF is ready to email or text. Add a payment link and your client gets a Pay button on the invoice.
Want a head start? Open a filled-in example for your trade: plumbing, electrical, HVAC, landscaping, cleaning, handyman, roofing or painting.
New to invoicing? The step-by-step guide on how to make an invoice walks through a real job, and how to make an invoice for free compares every no-cost option.
What every invoice should include
- The word "Invoice" and a unique invoice number (the generator titles it "Tax Invoice" for Australia and New Zealand)
- The date you issued it and the date payment is due
- Your business name and contact details, and the client's
- Each item with a description, quantity, rate and line total
- Subtotal, any discount, each tax line, and the total due
- How to pay: a payment link, bank details or accepted methods
If you charge sales tax, GST or VAT, your tax office may require more on the invoice, such as your registration number. Check its own guidance for your country or state.
Numbering matters more than it looks. Use a sequence you never repeat (1001, 1002, 1003) so you and your accountant can find any invoice later. The generator starts at 1001; change it to continue your own series. More on how to number invoices.
Invoice, estimate or receipt?
An estimate (a quote, in the UK and Australia) is the price before the work, with a date it's valid until. An invoice asks for payment after the work. A receipt confirms the money arrived (invoice vs receipt, side by side). The same lines usually carry through all three, which is why the TapBill app turns an approved estimate into an invoice and a paid invoice into a receipt with one tap each.
Frequently asked questions
Is this invoice generator really free?
Yes. There is no account, no trial and no limit on how many invoices you download. Each PDF carries a small "Made with TapBill" line at the bottom.
Where is my invoice data stored?
Only in your own browser, so a reload doesn't lose your work. The PDF is built on your device and nothing you type is sent to a server. "Start over" clears it.
Can I make an invoice on my phone?
Yes, the generator works in a phone browser. On iPhone, the TapBill app is faster at the job: it keeps your clients and price list, adds job photos and your client's signature, and works without a signal.
What is the difference between an invoice and a receipt?
An invoice asks for payment and shows a due date. A receipt confirms that payment was received, and on what date.