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Creating Invoices

This guide walks you through every step of building an invoice in InstantInvoice — from opening the editor to downloading the finished PDF.

Open the editor

Head to the Invoice Generator. The editor loads instantly — no signup required. If you are signed in, your saved business details and client list will be available automatically.

Fill in details

The invoice form has two main sections at the top:

  • From (your business) — your company name, email, phone, and address. If you have set up a business profile, this fills in automatically.
  • Bill To (your client) — the client's name, email, phone, and address. Use the client selector to pick a saved client, or type new details directly.

You can also set the invoice number, issue date, and due date. InstantInvoice auto-generates the invoice number, but you can change it to match your own numbering system.

Add line items

Line items are the core of your invoice. Each one has a description, quantity, and unit price. The total for each row is calculated automatically.

  1. Click Add Item to create a new row.
  2. Type a description — for example, "Website redesign" or "Consulting — March 2026".
  3. Enter the quantity and price.
  4. Repeat for every service or product you are billing for.

To remove a line item, click the delete icon on the right side of the row. You can reorder items by dragging them.

Taxes and discounts

Below the line items you will find fields for tax and discount:

  • Tax — enter a percentage (e.g. 10%) or a flat amount. The tax is applied to the subtotal and shown as a separate line on the invoice.
  • Discount — works the same way. Enter a percentage or flat amount to reduce the total.

Both are optional. If you leave them blank, they will not appear on the finished invoice.

Pick a template

InstantInvoice comes with several professional templates. You can browse them in the template selector panel on the right side of the editor, or visit the templates gallery to preview each one.

Switching templates updates the layout and styling of your invoice instantly. Your content stays the same — only the design changes.

Preview and download

The live preview on the right side of the editor shows exactly what your invoice will look like. Every change you make updates the preview in real time.

When you are happy with it, click Download PDF. The invoice is generated and downloaded to your device. You can also click Preview to open a full-page view before downloading.

Send to client

There are a few ways to get the invoice to your client:

  • Download and attach — download the PDF and attach it to an email from your own email client.
  • Share link — generate a shareable preview link and send it to your client. They can view the invoice in their browser and download the PDF themselves.
  • Email directly — if you are signed in, you can email the invoice to your client straight from InstantInvoice.

Edit after saving

Saved invoices appear in your Dashboard. Click any invoice to reopen it in the editor. Make your changes and download the updated PDF.

If you have already sent the invoice and need to make corrections, it is a good idea to update the invoice number or add a note so your client knows which version is current.

Next: Business & Clients — save your company info and build a reusable client list.