Invoice & Quotation Generator

How it works

Prepare the details for an invoice or quotation

A useful invoice identifies the parties, explains what was supplied, and states the amount and payment deadline clearly. Add your business or freelance name, contact information, customer details, and a document number you can recognize later. The address fields also accept a relevant tax ID or other identifying details. Replace the example dates before downloading: the issue date and due date are entered explicitly.

Use the document-type selector to distinguish an invoice from a quotation. A quotation can use the second date as its validity deadline. In the notes, describe the scope, payment instructions, or conditions you have agreed with the customer. Finflo does not check the document against every local invoice requirement. The government reference below illustrates requirements in the United Kingdom; it is not a worldwide compliance standard.

Understand the order of invoice calculations

Each line multiplies quantity by unit price and rounds the result to the chosen number of amount decimal places. The subtotal adds those rounded line totals. A percentage discount is then calculated on the subtotal, followed by shipping and tax. Tax applies to the discounted item subtotal, with shipping included only if you select that option. The amount already paid reduces the balance due after the total is calculated.

For example, 10 hours at 75 per hour gives a subtotal of 750. A 10% discount removes 75, leaving 675. If shipping is 20 and tax is 8% with shipping excluded from the tax base, tax is 54 and the document total is 749. A prior payment of 200 leaves 549 due. This order matters: calculating tax before the discount would produce a different result.

Create a branded PDF and keep a usable copy

After calculating, the preview shows the exact line items, parties, dates, and monetary totals that will be placed in the PDF. You can attach a PNG or JPEG logo and choose a brand color. These branding controls operate locally, and the document is generated on your device. Logos are limited in size to keep the export responsive. Long line descriptions and documents with multiple pages are wrapped by the export layout.

Save a named calculation to preserve the document inputs in this browser. The optional logo and color belong to the current preview and should be reapplied after changing inputs or restoring a saved document. Download the final PDF for your own records and share it through your normal channel. Downloading does not email the customer, mark the invoice as paid, reserve a unique invoice number, or process a transaction.

Check tax treatment, rounding, and payment status

This generator supports one manually entered tax rate and tax-exclusive item prices. It does not split mixed tax classes, calculate withholding, handle reverse-charge rules, or infer whether you should charge tax. If the transaction requires those details, establish the correct treatment separately before preparing the document. A quotation is also not proof of delivery or payment; keep its wording consistent with its purpose.

Choose amount precision that matches the currency and your accounting convention. The default is two decimal places, with a whole-unit option available. Quantity and unit-price precision may differ from the rounded line total. The payment field is for money already received, not a request for a deposit. The generator rejects a payment larger than the total instead of quietly turning it into a credit note.

Invoice or quotation: formula and assumptions

Subtotal = sum of rounded quantity × unit price. Total = subtotal − discount + shipping + tax. Balance due = total − amount already paid.

Tax is entered manually and applied after the document discount. Shipping is taxed only when selected. This document uses one tax rate, tax-exclusive prices, and your chosen rounding precision. It does not determine registration requirements or jurisdiction-specific invoice compliance.

Worked example

Reference example currency: USD. These fixed examples do not change with your calculator preferences.

Using the Invoice or quotation example:

Document type

Invoice

Business or freelancer name

Your Studio

Business address, contact & tax ID

hello@example.com

Customer name

Example Client

Customer address & contact

Not entered

Document number

INV-001

Issue date

2026-10-01

Payment due / quotation valid until

2026-10-31

Line items

Line items

Description	Quantity	Unit price ($)
Design services	10	75

Discount on line-item subtotal (%)

0

Tax on discounted items (%)

0

Shipping or delivery ($)

0

Apply the same tax to shipping?

No

Amount already paid ($)

0

Amount decimal places

2 — cents

Payment terms or quotation notes

Payment by bank transfer. Please include the document number as your reference.

Subtotal = sum of rounded quantity × unit price. Total = subtotal − discount + shipping + tax. Balance due = total − amount already paid.

Example result

• Invoice INV-001. Issued 2026-10-01; due or valid until 2026-10-31. Amounts rounded to 2 decimal places.

These are illustrative inputs. Change the values to explore a different scenario.

What to keep in mind

Review the sample issue date, parties, terms, and tax treatment before sharing. PDF generation runs on this device; Finflo does not email invoices or collect payments.

Use one currency throughout. Currency selection changes labels, not exchange rates. Calculate, then save a named scenario in My workspace to keep it in this browser; export a workspace backup to move it to another device.

Formula references

• UK government: information invoices need to include (UK-specific reference) (opens in a new tab)

References explain the underlying methods; they do not imply endorsement or individual professional review of Finflo.

Common questions