Invoice Template PDF

Download the free invoice template PDF

Many “free invoice template PDF” results are a flat picture of an invoice you can only print, or a link into an online editor that wants an account before you can download. This one is a real fillable PDF you keep:

• Fields for your business name, address, phone and email, tax or business number.
• Bill to, invoice number, invoice date, due date, terms and job address.
• 12 lines with description, quantity, rate and amount.
• Subtotal, tax rate, tax, amount paid or deposit, and balance due.
• A notes box for how to pay.
• An optional one-line footer that is itself a field, so you can clear it.

Printed blank, the fields show as plain lines, so it also works as a paper invoice pad you fill in by hand on site.

How to fill in a fillable PDF invoice

1. Download the PDF. Press Download the PDF. The file is invoice-template-pdf.pdf, one Letter page.
2. Open it in a PDF app. Use Adobe Acrobat Reader (free), Preview on a Mac, or open it in Chrome, Edge or Firefox. Phones: open it in Acrobat Reader or the Files app.
3. Fill in the fields. Click each field and type: your business, the customer, invoice number, dates, terms and job address. Press Tab to jump to the next field.
4. Add the lines and work out the totals. For each line type description, quantity, rate and amount (quantity times rate). Then subtotal, tax, amount paid and balance due.
5. Save your filled-in copy. Save it with a new name, such as Invoice 1002 Smith.pdf. In a browser use the download button in the PDF toolbar to keep what you typed.
6. Send or print it. Attach the PDF to an email, or print it. For a copy no one can edit, print it to PDF (Save as PDF or Microsoft Print to PDF) before you send it.

Preview on a Mac, Acrobat Reader and Chrome or Edge keep what you type when you save. If an app opens the PDF but will not let you click the fields, it is a viewer without form support; open the file in Acrobat Reader instead.

Working out the totals

Fillable PDFs can hold calculation scripts, but many PDF apps (phone viewers, browsers, Preview) ignore them or get them wrong. So this PDF leaves the sums to you. Nothing about the maths prints on the invoice; use these to check it:

• Amount = quantity × rate, for each line.
• Subtotal = all amounts added together.
• Tax = subtotal × tax rate ÷ 100, rounded to the cent.
• Balance due = subtotal + tax − amount paid.

Worked example. 2 hours of labour at $95 = $190.00. Materials 1 × $60 = $60.00. Subtotal $250.00. Tax at 7% is $250 × 7 ÷ 100 = $17.50. With a $50 deposit paid, the balance due is $250.00 + $17.50 − $50.00 = $217.50.

Which tax rate applies depends on where you work and what you sell. Ask your accountant or tax office if you are unsure.

How to make an invoice PDF with the totals done for you

If you would rather not do the sums, the free invoice generator runs in your browser and gives you an invoice PDF in a minute:

1. Open the free invoice generator and fill in your business, the customer and each line.
2. Add your tax rate. The subtotal, tax and total update as you type.
3. Press Print or save as PDF.
4. In the print window set the destination to Save as PDF (Chrome, Edge), Microsoft Print to PDF (Windows) or PDF, Save as PDF (Mac).

Nothing you type in the generator is sent or stored, so save the PDF before you close the page.

Invoice PDF from Word, Google Docs or Excel

Every invoice template can become a PDF. Pick the one that fits how you work:

Sending a PDF invoice

• Name the file with the invoice number and customer, such as Invoice 1002 Smith.pdf.
• Put the invoice number and amount due in the email subject line.
• Fillable fields stay editable. To send a copy that cannot be changed, print the filled-in PDF to a new PDF first; that flattens the fields into the page.
• Keep a copy of every invoice you send, in number order, for your records and your accountant.

A PDF cannot take payment or remind anyone. BrickByClick Free sends invoices by email with a pay link and takes card and bank payments through your own Stripe account, for $0 a month (Stripe’s processing + 0.5% per card payment, max $25; nothing extra on bank payments). Starter, $99 a month, adds estimates, jobs, scheduling and automatic payment reminders. See estimate and invoice software for how it works.

Questions people ask