Looking for an invoice template? You can copy the layout below into any document, or skip the formatting and fill in the same template online with the free Invoice Generator. It adds up the totals for you and gives you a clean PDF.
A simple invoice template
Every professional invoice follows the same basic layout, from top to bottom:
[Your logo] INVOICE
Your business name Invoice number: INV-0001
Address Invoice date: 24 Oct 2026
Email / phone Due date: 7 Nov 2026
Tax ID (if registered)
BILL TO
Client name
Client address
Client email / phone
Description Qty Price Amount
Website design: home page 1 500.00 500.00
Extra revisions (hours) 3 40.00 120.00
Subtotal 620.00
Discount (10%) -62.00
Tax (VAT 20%) 111.60
TOTAL 669.60
Payment terms: due within 14 days
Bank: Name · Account number · IBAN / SWIFT
Thank you for your business!
That's all a basic invoice needs. The sections are explained below.
The parts of an invoice template
Header. The word "Invoice", your logo and your business details. If you're registered for VAT, GST or sales tax, add your tax ID here.
Invoice number and dates. Use a unique number that follows a sequence, such as INV-0001, INV-0002. Show the invoice date and a clear due date. Our guide on how to make an invoice covers numbering systems in more detail.
Bill to. The client's name or company, address and contact details. Add the client's tax ID if your local rules require it for business clients.
Line items. One line per product or service, with quantity, unit price and amount.
Totals. Subtotal, then any discount, shipping, tax and the final total. Showing each step makes the total easy to check and avoids questions.
Payment details. How and when to pay: bank details, a payment link or accepted methods, plus a short thank-you note.
Writing good item descriptions
Vague items slow down payment, because the client has to ask what they're paying for. Compare:
| Vague | Clear |
|---|---|
| Services | Logo design: 3 concepts + 2 revisions |
| Work in October | Bookkeeping, October 2026 (12 hours) |
| Products | Cotton T-shirt, size M, black (×20) |
Include the period, the deliverable or the hours, so anyone at the client's company can approve the invoice.
Payment terms you can copy
- Payment due within 14 days of the invoice date.
- Payment due on receipt.
- 50% deposit received. Balance due on delivery.
- Please include the invoice number as the payment reference.
Template or invoice generator?
A Word or spreadsheet template works, but you have to fix the layout, do the maths and export a PDF yourself. With a generator you just fill in the fields:
- Open the Invoice Generator.
- Add your logo and business details. They're saved in your browser for next time.
- Fill in the client, the items and the invoice number.
- Choose your currency and accent color, and add discount, shipping or tax.
- Click Download PDF.
It's free, has no watermark and needs no account.
Frequently asked questions
Is there a different template for every country? The layout is the same almost everywhere. What changes is the tax information: some countries require tax IDs, tax per line or specific wording. Check your tax authority's rules.
Should I send invoices as PDF or Word? PDF. It looks the same on every device and can't be edited by accident.
Can I reuse the template for every client? Yes. Keep your business details the same and change the client, items, number and dates each time.
Need tips for freelance work, deposits and tax? Read how to invoice as a freelancer.