In this article
You finish the work. Now you need a document that says what you did, how much it costs and when to pay. A vague message with a number in it gets you a vague reply. A clean invoice, with a number, a date, line items and the tax worked out, gets you a payment and, later, a record your accountant is happy to see. This guide covers what goes on it, how the maths works, and what a simple tool can and cannot do.
What goes on an invoice
Put the total and the due date where the eye lands first. That is what the client looks for.
In the builder, each item goes on its own line as description | quantity | price. A tax percentage and a discount percentage apply to the whole invoice, and the totals are written in Indian number style with two decimals. You also choose a currency symbol, an accent colour and a notes box for payment details.
The maths: discount first, then tax
The default sample is a small web job: website design ₹15,000, hosting for a year ₹3,000 and two logos at ₹1,500 each, with 18 percent GST.
₹15,000 + ₹3,000 + (2 × ₹1,500) = ₹21,000. GST = 18% × ₹21,000 = ₹3,780.
The discount comes off first, and GST is charged on what is left. That is how the tool works and how a tax invoice normally treats a discount that is shown on the invoice.
Invoice number and date
- Make the number unique and in sequence, such as INV-001, INV-002. Many businesses add the financial year, like INV/2026-27/001.
- Never reuse a number. If you need to fix an invoice, issue a credit note or a corrected one with a new number, and keep the old one on record.
- Use a full date such as 23 Oct 2026, and set a due date. “Payment within 7 days” in the notes is good, but a calendar date is clearer.
- Do not skip numbers. A gap makes an accountant ask why.
If you are registered for GST
A business registered under GST has to issue a tax invoice with more detail than the simple version. The exact list depends on the kind of supply and the turnover, so confirm it with an accountant, but in general a tax invoice shows:
| Needed on a GST tax invoice | Does the invoice tool cover it? |
|---|---|
| Seller’s name, address and GSTIN | You can type them in your address box |
| Unique invoice number and date | Yes |
| Buyer’s name, address, and GSTIN for business buyers | Name and address yes; add the GSTIN in the client address box |
| HSN or SAC code for each item | Type it in the description, such as “Web design (SAC 998314)” |
| Taxable value after discount | Shown as the amount before tax |
| CGST and SGST, or IGST, with rates and amounts | One tax line only. Write “CGST 9% + SGST 9%” in the notes |
| Place of supply for inter-state sales | Add in notes |
| Signature or digital signature | Add a signature image to the PDF |
The tool is a simple invoice maker with one tax percentage. It gives you the right totals, but it is not a GST billing system. If you issue many GST invoices, use accounting software.
Payment details and terms
- 1Add how to payUPI ID, bank account with IFSC, or a payment link in the notes.
- 2Make payment easyA UPI QR code with the invoice amount saves a typing mistake.
- 3Write the amount in wordsHelpful for larger sums. See the numbers in words guide.
- 4Send and follow upSend the PDF by email or WhatsApp, then a polite reminder on the due date.
Faster, simpler payment methods mean faster payment.
Pricing sense for freelancers and small shops
- Quote the rate that covers your costs. The freelance rate guide shows how to work it out.
- Know your margin, not just your price. See the profit margin guide.
- Show hours or units if the client may question the price.
- Add a late-payment line such as “interest at 1.5% per month after the due date” only if you are prepared to apply it.
Saving and sending the PDF
- Fill in the form and check the preview. Totals update from your items.
- Click Print / Save as PDF and choose Save as PDF in the printer list.
- Name the file with the number and client, like INV-2026-27-001-Sharma.pdf.
- Keep the PDF in a folder, sorted by financial year, and a note of when it was paid.
- If you must shrink the file, see the PDF compression guide. For receipts that tenants and landlords use, see the rent receipt guide.
Related guides: how to make a salary slip.
Questions people ask
What should an invoice include?
The seller’s name and address, the buyer’s name and address, a unique invoice number, the date, a description with quantity and price for each item, any tax, the total, and payment details. A GST-registered seller must add more, including GSTIN and tax split.
Invoice kaise banaye?
Invoice generator me apna aur client ka naam-pata, invoice number, date, items (description | quantity | price), tax aur discount bharein, preview dekhein aur Print / Save as PDF se PDF bana lein.
How is GST calculated on an invoice with a discount?
Subtract the discount from the subtotal first, then apply GST to the discounted amount. For ₹21,000 with 10 percent discount and 18 percent GST, the taxable value is ₹18,900, GST is ₹3,402 and the total is ₹22,302.
Can I make a GST invoice with this tool?
It handles the totals with one tax percentage and lets you type GSTIN, HSN and tax split into the text boxes, but it does not create the CGST and SGST columns. For regular GST billing, use accounting software.
How do I number invoices?
Use a unique, running sequence such as INV-001, INV-002, often with the financial year added. Never reuse a number, and issue a corrected invoice or credit note instead of editing a sent one.
Do freelancers need to charge GST?
Only if they are registered for GST. If you are not registered, you cannot charge it. Registration depends on turnover and the type of work, so check with an accountant.
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt confirms that payment was received. Many businesses issue both.
Is it safe to make an invoice online for free?
It is safest in a tool that runs in your browser and does not upload your client details. Keep a copy of every invoice you send.