1. Choose your starting point
Open a country edition if you regularly bill in its local currency. Use the Global generator for other currencies or clients who pay in different currencies. In Global, search for the country or currency and select the match before entering prices.
Changing the currency does not convert amounts. If a project was agreed in US dollars, enter those dollar amounts rather than expecting a conversion from your home currency. Review the date format and editable tax defaults when switching currencies.
2. Add your business identity
Enter the business name you want your customer to see. Expand the contact and registration details to add your address, email, phone and relevant tax identifier. Include useful contact information so the customer knows where to direct a billing question.
Upload a PNG, JPG or WebP logo if you have one. A square image of 512 × 512 pixels is a useful starting size, and wide logos are supported. Adjust Logo & Info lets you crop unnecessary blank space and change the size or alignment. Use Done to close the adjustment panel after checking the preview.
3. Describe the work
Invoice to Alex Morgan
2 x Design consultation @150
1 x Brand audit report @300
Due: Upon receipt
Notes: Please include the invoice number with your payment.This example contains two consultation units at 150 each and one report at 300, giving a subtotal of 600. Replace the customer, descriptions and prices with your own details. The @ sign introduces the unit price; the quantity appears before x.
You can add another item from the preview or edit an existing row directly. Use a specific description such as the project name, service period or deliverable. A customer who can recognize the work is less likely to need a clarification before paying.
4. Review tax and the final amount
Fresh invoices do not need a visible tax column. If tax applies to your bill, choose +Tax, edit its name and rate, and select Tax added or Tax included. Enable Item-wise tax only when you need to show tax at line-item level. No Tax removes taxes from the document.
Use Extra Cost for a separately described charge. Check whether that charge has its own tax and add it where needed. Apply a discount only once, then compare the line amounts, discount and final total. InvoiceMove also displays the total in words; it should agree with the numeric total.
5. Tell your customer how to pay
Open Payment details & QR below the totals. Enter the account name, bank details or payment identifier your customer needs, together with a clear payment reference. Avoid including unrelated private information.
A payment QR is optional. Upload a clear image with its white border intact and test it before sending. The image is static: changing the invoice total will not change an amount embedded in that QR. If needed, add a signature; the invoice can show the business name above it and an authorized-signatory caption below.
Notes and Terms & Conditions appear at the end of the invoice. Use notes for a helpful message or reference, and terms for the payment arrangements you agreed. Empty optional sections are omitted from the downloaded document.
6. Save, download and check
- Check the customer, invoice number, issue date and due date.
- Choose Save Now for a copy in this browser.
- Choose Download PDF and open the newly downloaded file.
- Confirm the latest items, payment instructions and total before sending it.
- Keep the PDF somewhere outside browser storage.
My Invoice shows saved records from your country and global generators. Start another invoice with + New Invoice to reuse business details without reusing the previous item list. Clearing site data or using another device can make browser records unavailable, so keep your own copies.
Written for independent businesses by InvoiceMove. Product details are reviewed on the date shown above.
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