To make an invoice, write down who is billing whom, a unique invoice number, the date, a line for each product or service with its price, any tax, the total, and when and how to pay. Save it as a PDF and send it. The quickest free way is our invoice generator: fill in the form, check the preview and download the PDF, with no account and no watermark.
The rest of this guide covers what each part is for, the numbering and payment terms that get you paid faster, and the extra details tax invoices need in Saudi Arabia and Pakistan.
What to include on an invoice
Every invoice, anywhere, should carry these details. Missing ones are the most common reason a client's accounts team sends an invoice back.
| Detail | Why it matters |
|---|---|
| The word “Invoice” (or “Tax Invoice”) | Tells the client it is a bill, not a quote. |
| Your name or business, address and contact | Who gets paid. Add your tax number if you are registered. |
| The client's name and address | Who owes the money. Businesses often need their tax number on it too. |
| Invoice number | Unique and in sequence, so you and the client can track it. |
| Invoice date and due date | Starts the clock on payment. |
| Lines: description, quantity, price, amount | Shows exactly what is being charged. |
| Discount and tax, then the total | Shows how you got to the final number. |
| How to pay | Bank name, IBAN or account number, or a payment link. |
How to make an invoice step by step
- Open a template or generator. On the invoice generator, pick Standard, Saudi VAT, Pakistan sales tax or Brand deal.
- Add your details once. Name, address, email, tax number and logo. They are remembered in your browser for the next invoice.
- Add the client. Use their legal business name, which is what their accounts team will search for.
- Number and date it. Choose payment terms, and the due date fills itself in.
- List the work. One line per product, service or deliverable. Be specific: “Logo design, 3 concepts, 2 rounds of changes” beats “Design work”.
- Add tax and discounts. Set the tax % on each line. Add a discount or an amount already paid, such as a deposit.
- Add payment details and download the PDF. Check the preview, then send the PDF by email or WhatsApp.
Invoice numbers: keep them unique and in order
Pick a format and stick to it. A prefix and a padded number (INV-0001, INV-0002) is simple; some businesses add the year (2026-014). Never reuse a number, and don't skip numbers without a reason, because tax authorities and auditors look for gaps. If you cancel an invoice, keep the number and issue a credit note rather than deleting it. In the generator, Start next invoice counts up from your highest number for you.
Payment terms: Net 30, due on receipt and the rest
Payment terms say how many days the client has to pay after the invoice date.
| Term | Meaning | Typical use |
|---|---|---|
| Due on receipt | Pay now | Small jobs, new clients, consumers |
| Net 7 / Net 15 | Pay within 7 or 15 days | Freelancers, small businesses |
| Net 30 | Pay within 30 days | Most company clients and brand deals |
| Net 45 / Net 60 | Pay within 45 or 60 days | Large companies with set payment runs |
Agree the terms before you start work, ideally in writing, and put the actual due date on the invoice, not only “Net 30”. A late fee is only enforceable if your contract or local law allows it, so only add one you have agreed.
Tax on an invoice
If you are registered for VAT, GST or sales tax, show the amount before tax, the rate, the tax amount and the total including tax. If you are not registered, don't charge tax and don't call the document a “tax invoice”. Our generator works the tax out on each line, so the lines always add up to the totals, and it shows one tax line per rate if you charge more than one.
Saudi Arabia: tax invoices and simplified invoices
ZATCA's tax invoicing guideline (checked November 2026) says invoices must be in Arabic, with other languages allowed alongside, and the VAT must be shown in riyals. A full tax invoice is for sales to businesses and needs both parties' details and VAT numbers, plus unit price, discount, VAT rate and VAT amount for each line. A simplified tax invoice can be used for supplies under SAR 1,000 or to consumers, and needs fewer details. Simplified invoices also carry the ZATCA QR code. The Saudi VAT mode in the generator prints Arabic and English labels, works out 15% VAT and adds the QR. Businesses that ZATCA has called into phase 2 must issue invoices from software connected to the Fatoora platform instead. More detail: ZATCA QR code requirements and how to calculate VAT in Saudi Arabia.
Pakistan: sales tax invoices
Section 23 of the Sales Tax Act, 1990 asks a registered supplier for a serially numbered invoice showing both parties' names, addresses and registration numbers, the date, a description and quantity of the goods, the value excluding tax, the sales tax and the value including tax. The standard rate on goods is 18%. Services are taxed by the provinces and the ICT at their own rates, so check yours with your provincial revenue authority or FBR.
Mistakes that delay payment
- No purchase order or reference. Many companies won't pay without the PO number. Put it in the notes.
- Vague lines. “Services” makes the client ask questions. Say what you delivered.
- Missing bank details. Include the account name exactly as the bank has it, and the IBAN.
- Sending a Word file. A PDF can't be changed by accident and looks the same everywhere.
- No follow-up. Send a polite reminder on the due date, not weeks later.
If a client wants the invoice signed, make a signature with the signature maker. To send several invoices as one file, use Merge PDF.
Frequently asked questions
Can I make an invoice without a registered business?
Yes. Freelancers and individuals can invoice in their own name. Just don't charge tax or call it a tax invoice unless you are registered for tax.
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt confirms that payment was made. If a client has paid, you can enter the amount as paid on the invoice so the balance due shows zero.
Is a PDF invoice legally valid?
In most countries, yes, as long as it has the required details. Some countries, including Saudi Arabia for businesses in phase 2, require invoices to come from approved e-invoicing systems, so check with your tax authority.
How do I make an invoice for a brand deal?
List each deliverable (for example, one Instagram Reel and three Stories), the campaign name, the usage rights you agreed, Net 30 terms and your bank details. The Brand deal mode in our invoice generator has fields for each of these.