How to make an invoice in four steps
- Choose the document. Invoice to request payment, receipt to confirm you were paid, quotation to price a job, or proforma to bill in advance.
- Add your business once. Name, address, phone, email, tax number and logo are remembered in this browser, so your next invoice starts filled in.
- List what you’re charging for. Quantities and unit prices are multiplied and totalled for you. Turn on tax to add VAT, GST or sales tax — or to show the tax already inside your prices.
- Download or share. Get an A4 PDF that prints cleanly, or tap Share on a phone to send it straight to WhatsApp or email. Numbers go up automatically (INV-0001, INV-0002…).
What should an invoice include?
A clear invoice gets paid faster and stands up if there is ever a dispute. Exact legal requirements vary by country, but almost everywhere a good invoice shows:
- The word “Invoice” (or “Tax invoice” where your tax rules require it) and a unique invoice number.
- The invoice date and a due date or payment terms such as “due within 14 days”.
- Your business name, address and contacts, and your tax or VAT number if you are registered.
- The customer’s name and address — for a business customer, their tax number too where required.
- A description of each item or service, the quantity, unit price and line amount.
- Subtotal, any discount, tax (if you charge it) and the total, with the currency clearly shown.
- How to pay: bank details, a payment link or a mobile money number, with the account name.
Invoice, receipt, quotation or proforma?
| Document | When you send it | What it means |
|---|---|---|
| Quotation | Before the customer decides | “This is what it will cost.” Usually valid for a set time, e.g. 30 days. |
| Proforma invoice | Before delivery, to arrange payment | A preliminary bill. Not a demand for payment and not yet a sale. |
| Invoice | When goods or services are supplied | “Please pay this amount by this date.” Records the sale. |
| Receipt | When you have been paid | “We received this amount.” Proof of payment for the customer. |
E-invoicing rules: when a PDF isn’t enough
More and more tax authorities run mandatory e-invoicing or fiscal receipting systems, where each tax invoice is registered with the authority in real time — often required for VAT or GST-registered businesses, and sometimes for whole sectors. Where such a system applies to you, your official tax invoices and receipts must be issued through it; a PDF from any other tool will not count, and your customers may not be able to claim the tax back.
So who is this tool for? Freelancers, small businesses and organisations that are not covered by a mandatory e-invoicing system and need normal invoices and receipts — and every business for quotations, proformas, statements and records. If you’re unsure, check with your local tax authority or accountant.
Tips to get paid on time
- Invoice immediately after delivering — the longer you wait, the longer you wait to be paid.
- Put a due date, not just “on receipt”. A real date is easier to follow up on.
- Make paying easy. Show your bank details or payment link with the account name so the customer can check it before paying.
- Use one numbering series and never reuse a number. It keeps your books clean and makes duplicates obvious.
- Send a receipt when you are paid. It closes the loop and saves arguments later.
Charging tax? The VAT calculator shows the tax inside any price. Want a stamp and signature on the PDF? Use the company stamp maker. Tracking who still owes you? The Ci-Balanced app keeps debtors, sales and receipts in one place.
Frequently asked questions
Is this invoice generator really free?
Yes. You can create and download 3 documents a day for free, with a small “Made with Ci-Balanced” line at the bottom. Pro removes the line and the daily limit and keeps your clients and items saved across devices.
Which currencies and taxes does it support?
Any major currency — US dollars, euros, pounds, rupees, rand, naira, shillings and many more. The tool picks a starting currency and tax rate from your location, and you can change both. Tax can be labelled VAT, GST, sales tax or simply tax, added on top of your prices or shown as already included.
Can I use these invoices if my business is registered for VAT or GST?
In many countries, yes. But a growing number of tax authorities require registered businesses to issue tax invoices through an approved e-invoicing or fiscal system. If that applies to you, your official tax invoices must come from that system — you can still use this tool for quotations, proformas, statements and records.
Is my information stored or sent anywhere?
No. Everything you type stays in your own browser so the form is filled in next time you visit. The PDF is created on your device; nothing is uploaded to our servers. Clearing your browser data removes it.
What is the difference between a proforma invoice and an invoice?
A proforma invoice is a preliminary bill sent before goods are delivered or work is done — often so the customer can arrange payment, get approval or apply for an import permit. It is not a demand for payment and is not recorded as a sale. The final invoice is issued once the goods or services are supplied.
How do I send an invoice on WhatsApp or email?
On a phone, tap Share after filling in the invoice and pick WhatsApp, email or any other app — the PDF is attached directly. On a computer, download the PDF and attach it as you normally would.
Can I put my company stamp on the invoice?
Yes. Download the invoice PDF, then open the free company stamp maker, design (or reuse) your stamp and place it on the PDF along with a signature.