PDF invoice template: Fill it in online or print it blank
Pick a version, enter your details and line items, set your tax rate and download a PDF. For paper invoices, print the blank PDF. Nothing is saved on our side, so download before you leave the page.
Download the PDF invoice template
Every format below is free and needs no account. The files are editable and start from the same lines as the online maker.
Fill in the invoice maker on this page and download a PDF (US Letter or A4), or print a blank invoice and fill it in by hand.
Standard invoice
A plain itemized invoice: services, approved extra work, tax and total. Download it as a PDF.
Itemized invoice with category subtotals
Each line has a category (for example Labor, Materials, Expenses). The invoice shows a subtotal per category before tax.
Net 30 invoice
Payment is due 30 days after the invoice date. The due date is printed as a date, not just "Net 30".
Printable invoice
A short, high-contrast invoice that prints cleanly on Letter or A4 paper.
Blank invoice
Empty fields and no example text, so nothing placeholder-like can reach a client by accident.
How to use the PDF version
- Fill in your details, the client, the line items and your tax rate in the maker below.
- Choose US Letter or A4, preview the invoice and select Download PDF.
- For paper invoices, print the blank PDF. It has a client approval line and a remittance slip to return with a cheque.
The maker does not save invoices, prints amounts with a $ sign and has no logo upload.
INVOICE
Hypothetical amounts, not market rates
| Description | Qty | Amount |
|---|---|---|
| Monthly bookkeeping service, May 2026 | 1 | $650.00 |
| Approved additional work: year-end prep call (approved 12 May) | 1.5 | $135.00 |
Fill in your PDF invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: Standard invoice.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A PDF invoice keeps its layout on any device and is hard to edit after you send it, which is why it is the usual format for sending invoices. The invoice maker on this page builds the PDF for you. The sections below cover what to include, how to name and send the file, and the mistakes that delay payment.
What the PDF invoice covers
What you can do with this template, and what it does not do.
Fill in online, download a PDF
Enter your details in the maker on this page and download a PDF on US Letter or A4 paper. No account needed.
Five starting points
Standard, itemized with category subtotals, Net 30, printable and blank. Each one fills the maker with its own lines and terms.
Category subtotals
The itemized version adds a category to each line (for example Labor or Expenses) and prints a subtotal per category before tax.
Your tax rate, including zero
Set any tax rate from 0% to 100%. Use 0% if you are not registered for sales tax or VAT.
Amount paid and balance due
Enter a deposit or part payment already received and the PDF shows the balance due.
Blank printable PDF
A blank invoice to fill in by hand, with a client approval line and a remittance slip, in US Letter and A4.
How to fill in your PDF invoice
- Business Header: Logo, business name, address, phone, email, and website.
- Invoice Title: Clearly marked "INVOICE" for immediate recognition.
- Invoice Number: Unique reference number for tracking.
- Dates: Issue date and payment due date.
- Client information: Client name, company, address, and contact details.
- Line items: Service descriptions, quantities, rates, and line totals.
- Calculations: Subtotal, taxes, discounts, and total amount due.
- Payment terms: Due date, accepted methods, and bank details.
- Clickable Links: Payment links and contact email as clickable elements.
- Footer: Thank you message, terms, or legal notices.
- Use Fillable Fields: Create fillable PDFs for reusable templates. Clients see the filled version.
- Compress for Email: Keep file sizes small (under 1MB) for easy email delivery.
- Test Clickable Links: Verify payment links and email addresses work before sending.
- Consistent File Naming: Use clear naming: Invoice_[Number]_[Client]_[Date].pdf
- Password Protection: For sensitive invoices, add password protection.
- Keep Source Files: Maintain editable source files (Word, InDesign) for future changes.
- Use PDF/A for Archives: PDF/A format ensures long-term accessibility for records.
- Embed Fonts: Embed fonts to ensure your invoice looks correct on any device.
- Check Print Preview: Verify your invoice prints correctly before sending.
- Include Metadata: Add document title and author for professional file properties.
Multiple ways to create professional PDF invoices:
From Word/Google Docs:
- Create invoice in Word or Docs
- File > Save As > PDF (Word)
- File > Download > PDF (Docs)
- Preserves formatting and links
From Excel/Sheets:
- Design invoice in spreadsheet
- File > Export > PDF
- Print area settings matter
- Check page breaks
Dedicated PDF Tools:
- Adobe Acrobat
- PDF-XChange Editor
- Canva (design-focused)
- Invoice software (auto-generate)
Fillable PDF Forms:
- Create in Adobe Acrobat
- Add fillable fields for reuse
- Lock calculations
- Flatten before sending (removes edit ability)
Best Source Format:
- Word for text-heavy invoices
- Excel for calculation-heavy
- Design software for branded templates
Include clear, accessible payment details:
Clickable Payment Links:
- Add hyperlinks to payment portals
- Test links before sending
- Make link text descriptive
- Consider QR codes for mobile
Bank Transfer Details:
- Account name
- Bank name
- Account number
- Routing/sort code
- SWIFT/IBAN for international
Alternative Payment Methods:
- PayPal email/link
- Stripe payment link
- Venmo/Zelle (if applicable)
- Check mailing address
Due Date Visibility:
- Prominently display due date
- Bold or color-code
- Include day of week
Late Payment Terms:
- State late fees clearly
- Interest rates if applicable
- Grace period (if any)
- Broken Links: Test all hyperlinks before sending. Broken payment links delay payment.
- Large File Size: Compress images and optimize. Large files may bounce or annoy clients.
- Non-Embedded Fonts: Embed fonts or use standard fonts (Arial, Times) to ensure display.
- Missing Invoice Number: Always include unique invoice numbers for tracking.
- Poor Print Layout: Check print preview. Margins and page breaks matter for printing.
- Unclickable Links: Make sure links are actually hyperlinked, not just colored text.
- No Source File Backup: Keep editable source files. PDFs are hard to modify later.
- Missing Contact Info: Include phone/email so clients can reach you with questions.
- Calculation Errors: Double-check math before converting to PDF. Changes are difficult.
- Generic File Names: Use clear, descriptive file names, not "invoice.pdf."
PDF invoice: frequently asked questions
Related resources
Guides and articles
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Send PDF invoices with a payment link
AgencyPro sends each invoice with a Stripe or PayPal payment link, tracks partial payments and sends reminders when an invoice is overdue. Invoicing is included on every plan, starting with Basic at $39/mo.