Invoice
A general-purpose invoice for small businesses that sell products, services or both. Use it when you need one document that covers billing and shipping addresses, a purchase order reference, sales tax and a partial payment already received.
- Fields
- 82
- Pages
- 2
- Paper
- Letter
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Reviewed
Before you start
What you need to fill it in
- Your business name, address and contact details
- The customer's billing address, and a shipping address if different
- A unique invoice number and the customer's PO number, if they gave you one
- Each item or service with quantity and unit price
- Your sales tax rate, if the sale is taxable
- Payment terms and how the customer should pay you
What's inside
82 fields, ready to fill
- 63Typed answersnames, addresses, descriptions
- 2Dateschecked as real dates
- 16Calculatedfill themselves from other fields
- 1Choicescheckboxes, options, dropdowns
5 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Invoice
- 1
Enter your business and invoice details
Fill the From block, then the invoice number, invoice date and due date. Use the next number in your sequence and never reuse one.
- 2
Add the customer
Fill Bill to with the name and address on the customer's account. Fill Ship to only when goods go to a different address.
- 3
List the items
Enter one line per product or service with a quantity and unit price. Amount and subtotal fill in on their own.
- 4
Apply discount and tax
Type any discount in dollars, then the tax rate as a percentage (for example 8.25). Tax is calculated on the subtotal after the discount.
- 5
Record deposits and set terms
Enter any amount already paid so the balance due is correct, choose payment terms, and add bank or card payment instructions.
- 6
Send it
Download the PDF or share it from the editor. Keep a copy filed under the invoice number.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Invoice: questions people ask
How should I number invoices?
Use a unique, sequential number, for example 2026-001, 2026-002. Sequential numbers make gaps and duplicates easy to spot and help your bookkeeping match payments.
Should I charge sales tax on this invoice?
That depends on what you sell and where the customer is. Many services are exempt in some states and taxable in others. Check your state's revenue department; this is not tax advice.
What does Net 30 mean?
Payment is due 30 days after the invoice date. Set the due date to match the terms you choose so the customer sees an exact date.
Can I leave Ship to blank?
Yes. Leave it empty for services or when goods go to the billing address.
What if the customer already paid a deposit?
Enter it in Amount paid. The balance due shows the remainder, which is the amount you are asking for now.
Ready when you are
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