You finished the job. Now you need to get paid. An invoice is simply a bill that tells your customer what you did, how much they owe, and how to pay you.
You don't need fancy software. This guide walks you through it, and you can make one right now with Plain Invoice, which creates a clean PDF invoice without signing up.
What is an invoice?
An invoice is a request for payment. It's different from a receipt:
- Invoice: sent before you're paid. "Here's what you owe."
- Receipt: sent after you're paid. "Thanks, you've paid."
Step 1: Gather your details
Have these ready:
- Your name or business name, address, phone and email.
- Your customer's name and address (or company name).
- What you did, with dates.
- How much for each item.
- How you want to be paid (bank transfer, check, payment app).
Step 2: Make the invoice
The easy way: Plain Invoice
- Go to tools.ltd/invoice.
- Type in your details and your customer's details.
- Add a line for each job or item: a short description, how many, and the price.
- The total adds itself up.
- Open More options to add a due date and a note on how to pay you.
- Press Make my invoice, then download the PDF.
There's no account to create, and the PDF is made in your browser.
The free do-it-yourself way: Word or Excel
- Open a blank document in Word, Google Docs or Excel.
- At the top, write INVOICE in big letters.
- Add your details on the left and your customer's details below.
- Add an invoice number and date (see below).
- Make a small table with columns: Description, Quantity, Price, Amount.
- Add up the amounts at the bottom. Double check the math.
- Add payment details and the due date.
- Save it as a PDF: click File, then Save As or Download, and choose PDF.
Step 3: Add an invoice number and due date
- Invoice number: give every invoice its own number, like 0001, 0002, 0003. It helps you and your customer keep track. Never reuse a number.
- Invoice date: the day you send it.
- Due date: when you want to be paid. Write the actual date, like "Due by March 15," instead of something vague. Clear dates get paid faster.
Step 4: Check it before sending
- Are the names spelled right?
- Does the math add up?
- Is the due date there?
- Are your payment details correct? One wrong digit in a bank number can delay everything.
Step 5: Send it
- Attach the PDF to an email.
- Use a clear subject, like "Invoice 0007 from Sam's Cleaning."
- Write a short, friendly note: "Hi Maria, thanks again for the work. Your invoice is attached. It's due by March 15. Let me know if you have questions."
- Send it.
Sending several invoices or receipts to an accountant at the end of the year? Merge them into one PDF with PageKit.
Step 6: Keep track
Make a simple list (paper or spreadsheet) with columns: Invoice number, Customer, Amount, Date sent, Date paid. Look at it once a week. When a due date passes, send a polite reminder.
Frequently asked questions
Do I need a business to send an invoice?
No. Anyone who did paid work can send an invoice, including babysitters, tutors and handymen. Check local rules about taxes on your income.
Should I send an invoice as a PDF?
Yes, a PDF is best. It looks the same on every device and is hard to change by accident.
Do I need to sign up to use Plain Invoice?
No. Plain Invoice makes the PDF in your browser with no account.
What if the client doesn't pay on time?
Send a friendly reminder a few days after the due date, with the invoice attached again.
Related guides: What to put on an invoice · How to combine PDF files into one · More invoice guides