Collect your invoice details
Before opening the editor, gather your business name and contact details, the customer's billing details, the agreed work or products, prices and payment instructions. Have any tax registration information you need ready. A template arranges these details; it does not decide which information your transaction requires.
Choose a layout and document type
Open the free invoice generator and choose a gallery option. A service invoice template suits itemized work, while a consulting invoice template makes hourly charges easy to explain. Check the document-type setting: Invoice requests payment, while Receipt records a payment received. Changing the visual design does not always change the document type.
Add seller, customer, number and dates
Enter your business and client details using the side panels or editable invoice preview. Add an invoice number that fits your records, an issue date and the agreed due date. A clear identifier helps you match the invoice with a project, payment or customer query. If the customer supplied a purchase-order number, enter it as a reference; that field does not create a purchase order.
Describe the items and calculate the charges
Give each product or service a clear description. Enter a quantity and a rate; for hourly work, Quantity is the number of hours. For a fixed-price job, use a quantity of one and the agreed fee. Import supported CSV item rows if you already have a list, then check every imported quantity and price.
Example: five hours of consulting
The fictional example below uses USD, five hours at $80 per hour, no tax for this illustration and an actual payment of $100. The subtotal is $400 and the remaining balance is $300. Zero tax is an example setting, not tax advice.
| Item | Quantity | Rate | Amount |
|---|---|---|---|
| Consulting work | 5 hours | $80 | $400 |
| Payment already received | $100 | ||
| Balance due | $300 | ||
Review currency, taxes and payment terms
Choose the currency separately from the invoice-label language and regional date format. Review the tax settings, discounts, shipping and amounts already paid. Country presets are editable starting points. Enter the settings that apply to your actual transaction; the tool does not certify tax compliance.
Download the invoice PDF and check it
Use Download PDF, then open the saved file. Confirm customer details, invoice number, totals, page breaks and payment instructions. Use Print for a paper copy. Save project separately if you want an editable LyfPDF JSON file to reopen later; the PDF is the copy to send or print.
Frequently asked questions
Do I need an invoice number?
An invoice number helps connect a document to your records and payments. Use a consistent identifier and follow the numbering requirements that apply to your business.
Can I make an invoice with several pages?
The invoice exporter supports additional pages for longer documents. Review the downloaded file to check that descriptions, totals and page breaks are readable.
Put this guide into practice
Read the template details or compare all 19 gallery options.
Related invoice guides
Updated 27 September 2026 · LyfPDF · Invoice help v87