How to Make a PDF Invoice | Step-by-Step Guide w/ Tools Used

A PDF invoice is the gold standard for billing clients, as the format is universally accepted for its readability, printability, and security. This file format ensures your invoice can be viewed appropriately on any device, regardless of the operating system. It will maintain its structure and integrity, so you’ll know your clients won’t miss any important information.

This article explores all the benefits of PDF invoices and shows you some of the best ways to make them. We’ll also teach you how to use Paystub.org’s invoice generator to effortlessly create professional invoices, export them as PDFs, and simplify your billing process. Let’s get started!

Key Takeaways

• A PDF invoice is a formal bill sent to clients in the Portable Document Format file type.
• PDF is widely used in business communication, as it preserves the document’s formatting, regardless of the device on which it's viewed.
• You can create a PDF invoice using various templates and software, including Microsoft Word and Google Docs.
• Paystub.org’s invoice generator is one of the best PDF invoice tools that gives professional templates, exceptional customization options, and a built-in calculator for rates and taxes.

What is a PDF Invoice?

A PDF invoice is a bill sent to clients in the Portable Document Format. It’s an electronic document that lists all the relevant information needed to charge the recipient for the services provided or goods sold.

The main benefit of a PDF invoice over other types, like Word invoices or Google Docs invoices, is that it maintains its structure and layout regardless of the device it’s viewed on. Other file types can appear different when you send them to the client, and can even omit some information, whereas an invoice in PDF format is a fixed-layout document.

This is particularly important if you have unusual fonts or text, as well as graphics and images on your invoice. A PDF file will preserve your invoice’s original formatting, making sure it looks consistent and professional.

Another benefit of a PDF invoice is that it enhances the document's security. Standard Microsoft Word, Excel, and Google Docs files are generally easy to edit, which leaves your invoice susceptible to fraud and malicious activities. A PDF is much more protected from unauthorized edits, so you can send it worry-free.

For all these reasons, the majority of industries, businesses, and clients prefer PDF invoices. Their reliability is particularly of use to freelancers and independent contractors, as well as small businesses who often don’t use highly specialized or proprietary software for invoice management. PDF files help these business entities convey clarity and professionalism with their invoices.

Finally, the portability of PDFs allows not only sharing but also to store them digitally, which is essential for record-keeping.

7 Key Elements of a Professional PDF Invoice

Here are the key elements that a professional PDF invoice needs to have to ensure its validity:

1. Business information. Your company’s name, address, phone number, and email should be neatly displayed at the top. You can also include your logo and tagline for branding purposes.

1. Client information. After your details, you should include the client’s full name and address to specify who the invoice is for.

1. Invoice number and date. Assigning a unique number to your invoice helps with its tracking and cataloguing. There is no specific regulation about numbering invoices, so you should come up with a system that works for you (e.g., 001, 002, etc.). A date is essential for payment scheduling.

1. List of goods or services. The central part of your PDF invoice should be an itemized list that provides a detailed breakdown of the goods sold or services provided. Each item should have a description, the number of units, the price per unit, and the total price.

1. Total amount due. Toward its end, a PDF invoice should clearly display a subtotal with any applicable taxes or discounts. Following that, the document needs to state the total amount due, which is the sum the client needs to pay.

1. Invoice payment terms. An invoice should also detail all the necessary information regarding payment, such as the due date (whether an exact date or net terms), accepted payment methods, the necessary instructions (e.g., bank details or a link for online payment), and accepted currencies (for international transactions).

1. Optional elements. You can add optional details to your invoice, such as notes for the recipient (e.g., a thank-you message or some additional information about the project).

How to Create a PDF Invoice Using Word

The easiest way to create a PDF invoice using Microsoft Word is by using one of the Word invoice templates.

Once you log in to your Microsoft 365 account and navigate to the Word software, you can type “invoice” in the search bar and find many types of invoices, like in the following image:

These templates offer sufficient variety to cater to a wide range of professionals. You are likely to find a template that suits your needs, whether for an electrician's invoice or a photographer's invoice.

Once you select a template, it’ll open in Microsoft Word directly, and you can start filling in the blanks with relevant information. Keep in mind that you’ll need to have some proficiency in this software if you want to make adjustments to your invoice.

When you’re finished making your invoice, you can head to “File,” “Export,” and then “Download as PDF” to get the document you need. Here’s what that looks like:

How to Create a PDF Invoice Using Google Docs

To create a PDF invoice using Google Docs, you will have to do it from scratch or by using one of the extensions from the Google Workspace Marketplace.

While Google Docs offers templates similar to Microsoft Word, they don’t have templates dedicated to invoices. You can still create a simple invoice (e.g., a consultant invoice) by opening a blank document and using Google Docs features, like tables, charts, and bulleted lists.

Alternatively, you can go to “Extensions,” “Add-ons,” Get add-ons,” and then type “invoice” in the search bar. You’ll find several options to choose from, which can significantly speed up the crafting process. Here’s what that looks like:

Once you’re finished making your invoice, you can go to “File,” “Download,” and then choose “PDF Document (.pdf)” to get a PDF of your invoice.

The Best Way to Make PDF Invoices: Paystub.org Invoice Generator

The best way to make PDF invoices is with a specialized tool, like Paystub.org’s invoice generator.

Whether you need a quick solution for a freelance invoice or an all-in-one tool for small businesses and independent contractors, you can rely on our PDF invoice generator to provide you with detailed and professional documents.

What makes Paystub.org’s invoice generator better than Microsoft Word, Google Docs, and other free PDF invoice templates is the unprecedented level of control it gives you while being easy to use. You don’t need to have extensive proficiency in word processing software or know how to deal with extensions and add-ons.

Instead, you can create a PDF invoice in these few simple steps:

• Select an invoice generator from the website’s main page.
• Choose an invoice template and pick a color that matches your requirements and aligns with your business.
• Fill out the form by inputting relevant information one field at a time.
• Add optional details, like notes and descriptions.
• Review your final invoice to see what the final product will look like and whether you need to make any further adjustments.
• Check out and download your document.

Additionally, our invoice generator has built-in tools to help you set the payment terms, add discount types, and calculate taxes. You don’t need to do anything manually; our software will streamline the process and ensure maximum accuracy.

PDF Invoice Templates vs. Invoice Generators

Let’s compare PDF invoice templates and invoice generators by exploring the pros and cons of each.

Here are the benefits of using templates (e.g., Word, Excel, Google Docs):

• Accessibility. Many PDF invoice templates are free to use and accessible to anyone with an internet connection, making them a great choice that comes with no additional cost.
• Customization. You can customize most of the PDF invoice templates, provided you know how to use the software in which they are designed.
• Offline use. Many blank invoice templates can be downloaded and edited offline, requiring no internet connection.

Here are the drawbacks of using PDF invoice templates:

• Time-consuming. Using general-purpose software, like Microsoft Word and Google Docs, will always take more time than using specialized platforms, even if you’re using templates.
• Prone to mistakes. With no built-in tools, you’ll have to calculate everything manually, including rates and taxes.

Now, let’s explore the advantages of online invoice generators:

• Saves time. Online generators save a significant amount of time by automating most processes. They can perform calculations, number invoices, and pre-fill repeatable data to speed up the creation process.
• Reduces errors. By leveraging built-in calculators, you’ll reduce the chances of making miscalculations with rates, taxes, and totals.
• Organization and professionalism. A standardized look and automatic numbering make your invoices look consistent and professional, while helping you manage them with ease.

Lastly, here are the disadvantages of online invoice generators:

• Cost. The initial investment may not be worth it for a few invoices, but it quickly pays for itself when users start generating more.
• Internet dependency. Online generators typically require an internet connection to work.

Paystub.org’s invoice generator provides the best of both worlds by giving you ready-made templates in combination with customization options and handy tools for automation and accuracy.

Final Thoughts

Knowing how to make a PDF invoice is essential for any freelancer or business looking to grow their enterprise. Sending your invoice as a PDF ensures the client will see it exactly the way you designed it, regardless of the device they use. Moreover, this file type protects the document from tampering, enhancing your security.

Remember that there are many ways of making PDF invoices, whether from scratch, via templates, or by using generators. And while templates are great for those starting out, we recommend you try out our invoice generator if you want to automate the invoicing process, maximize your accuracy, and spend your valuable time and resources growing your business.

PDF Invoice FAQ

#1. Can I customize my invoices?

Yes, you can customize your invoices before sending them to clients. You can use various word processing tools and software, like Microsoft Word and Google Docs. One of the best ways to customize your invoices is by using Paystub.org’s invoice generator to create detailed and professional documents.

#2. What paper size should I use to print a PDF invoice?

The paper size you should use to print a PDF invoice is Letter (8.5 x 11 inches) in most cases. Another common paper size is A4 (8.27 x 11.7 inches), though Letter size is more prevalent for invoices and business correspondence in the U.S.

#3. Can I edit a PDF invoice after saving?

Yes, you typically can edit a PDF invoice after saving it, but you’ll likely be limited in what you can do. If you need to make significant adjustments, instead of an editable PDF invoice, it’s often better to re-generate it using tools like Paystub.org’s invoice generator.

#4. How do I send a PDF invoice to a client?

One of the best ways to send a PDF invoice to a client is via email. You can attach a downloadable PDF invoice to an email and write a clear subject line that describes what the email is about. Optionally, you can include a brief message in the email body.

#5. Is a PDF invoice legally valid?

Yes, a PDF invoice is legally valid as long as it contains all the necessary information in a readable format. A PDF invoice can serve as a record of a transaction, provided it includes details like invoice number, date, description of goods or services, rates, and total amount due.

#6. What’s the best free PDF invoice generator?

There is no single best free PDF invoice generator, as it depends on the needs of your business. Paystub.org’s invoice generator is a robust tool with intuitive controls and plenty of customization options to help you effortlessly create the exact invoice you need.