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Freelance Invoice

LegalInvoices and Receipts
Who and when
Payment terms
Work billed
Line items
DescriptionQty or hoursUnit price Remove
Tax and notes
Total due —
Subtotal
—
Sales tax / VAT
—
Due date
—
Lines
—
Invoice text
—

Enter your name, the client, an invoice number and the work as lines of quantity and unit price. The generator adds the lines, applies any sales tax or VAT percentage and sets the due date from your terms. For example, 20 hours at £50 with 20% VAT comes to £1,200, due 31 March on Net 30 from 1 March.

About this tool

Freelancers who bill a handful of clients rarely need accounting software, but they do need an invoice that adds up and states when payment is due. This generator takes your details, the client, an invoice number, an issue date and any number of line items, then returns the total, the subtotal, the tax amount and a due date worked out from the payment terms. It also writes the whole invoice as plain text you can copy into an email or a document. It does not know the tax rules where you work: the duty to charge VAT or sales tax, and at what percentage, is set by your registration and the client's location, so confirm it with your tax authority before sending.

How to use it

  1. Fill in the parties

    Type your name or business, the client, an invoice number, the issue date and pick the payment terms.

  2. List the work

    Choose the currency and add one row per service with a quantity or hours and a unit price; use Add line for more.

  3. Add tax and a note

    Enter a sales tax or VAT percentage if you charge one, and optional payment details such as a bank reference.

  4. Copy the invoice

    Check the totals and due date, then copy the invoice text into your email or document.

Examples

20 hours of copywriting with UK VAT

Your name or business
Sam Lee
Client
Northwind
Invoice number
2026-014
Issue date
2026-03-01
Payment terms
Net 30
Currency
Pound sterling (£)
Line items
Copywriting × 20 × 50
Sales tax or VAT
20

Result Total due: £1,200.00
Subtotal: £1,000.00
Sales tax / VAT: £200.00
Due date: 2026-03-31
Lines: 1
Invoice text: INVOICE 2026-014
From: Sam Lee
Bill to: Northwind
Issue date: 2026-03-01
Due date: 2026-03-31 (net 30)

Copywriting — 20 × £50.00 = £1,000.00

Subtotal: £1,000.00
Sales tax (20%): £200.00
Total due: £1,200.00

  1. Subtotal = sum of quantity × unit price over 1 line(s) = £1,000.00
  2. Sales tax = £1,000.00 × 20% = £200.00
  3. Total = £1,000.00 + £200.00 = £1,200.00
  4. Due date = 2026-03-01 + 30 days = 2026-03-31

20 hours at £50 gives £1,000; standard-rate VAT of 20% adds £200, and Net 30 from 1 March falls on 31 March.

Logo project with revisions, 8% sales tax

Your name or business
Jane Doe Design
Client
Acme Ltd
Invoice number
INV-001
Issue date
2026-03-01
Payment terms
Net 14
Currency
US dollar ($)
Line items
Logo design × 1 × 800; Revisions × 3 × 75
Sales tax or VAT
8

Result Total due: $1,107.00
Subtotal: $1,025.00
Sales tax / VAT: $82.00
Due date: 2026-03-15
Lines: 2
Invoice text: INVOICE INV-001
From: Jane Doe Design
Bill to: Acme Ltd
Issue date: 2026-03-01
Due date: 2026-03-15 (net 14)

Logo design — 1 × $800.00 = $800.00
Revisions — 3 × $75.00 = $225.00

Subtotal: $1,025.00
Sales tax (8%): $82.00
Total due: $1,107.00

  1. Subtotal = sum of quantity × unit price over 2 line(s) = $1,025.00
  2. Sales tax = $1,025.00 × 8% = $82.00
  3. Total = $1,025.00 + $82.00 = $1,107.00
  4. Due date = 2026-03-01 + 14 days = 2026-03-15

A flat $800 logo plus three revision hours at $75 makes $1,025; 8% tax adds $82 and Net 14 sets the due date to 15 March.

How it is calculated

subtotal = Σ (quantity × unit price); tax = subtotal × t ÷ 100; total = subtotal + tax; due date = issue date + terms days

quantity
hours, days or units billed on one line
unit price
price per hour, day or unit for that line
t
sales tax or VAT percentage applied to the subtotal
terms
0, 7, 14 or 30 calendar days between issue and payment

Each line amount is rounded to the cent before it is added, so the printed lines always sum to the printed subtotal. Tax is charged once on the subtotal rather than per line, which is how most single-rate invoices are prepared. The due date counts calendar days, so Net 30 from 1 March lands on 31 March even if that is a weekend.

Sources

When not to use it

  • Lines taxed at different percentages need an invoice that applies tax per line.
  • Some countries require an electronic invoice in a set format, which plain text does not meet.
  • Reverse-charge or tax-exempt supplies need specific legal wording this generator does not add.

Common mistakes

  • Reusing an invoice number; each invoice needs a unique, sequential reference.
  • Charging VAT before registering for it, or leaving it off after registration.
  • Typing the tax amount into the percentage box instead of the percentage itself.
  • Leaving out payment details, which delays the client paying.

Frequently asked questions

What does a freelance invoice need to include?

GOV.UK lists a unique invoice number, your name or business name and address, the client's name and address, a clear description of what you are charging for, the date of the supply, the date of the invoice, the amount due and any VAT. Other countries ask for similar details, sometimes with a tax number.

What does Net 30 mean?

Net 30 means the full amount is due 30 calendar days after the invoice date. An invoice issued on 1 March on Net 30 is due on 31 March. Net 7 and Net 14 work the same way with shorter windows, and due on receipt means payment is expected straight away.

How is the tax worked out?

The tax percentage is applied once to the subtotal of all lines. A £1,000 subtotal with 20% VAT adds £200, giving a £1,200 total. If different lines carry different percentages, prepare separate invoices or use software that taxes each line.

Do I have to charge VAT or sales tax as a freelancer?

It depends on where you are and how much you earn. In the UK you must register for VAT once taxable turnover passes the registration threshold; in the US, sales tax on services varies by state and many services are exempt. Check with your tax authority, and leave the percentage at 0 if you are not registered.

How should I number my invoices?

Use a sequence that never repeats, such as INV-001, INV-002, or one that starts with the year like 2026-014. Tax authorities expect each number to be unique so that every invoice can be traced in your records.

Can I bill hours and fixed-price items on the same invoice?

Yes. Put hours in the quantity column with your hourly price, and for a fixed-price item enter a quantity of 1 with the full price. Both are added into the same subtotal before tax.

How long should I keep copies of invoices?

The IRS generally asks businesses to keep records that support income for at least three years, and longer in some cases. HMRC asks UK businesses to keep records for at least five years after the 31 January tax return deadline. Save each invoice you send with your records.