How to Create an Invoice in 2026

Create a clear invoice, check it, and keep a copy before sending it to your client. You can complete this workflow in iv without an account.

Check the details your invoice needs

Prepare your business and client details, a reference number, dates, a description of the work, quantities, rates, totals and payment instructions. Legal requirements depend on the transaction and jurisdiction. Check your tax authority’s rules: for example, GOV.UK lists UK invoice requirements, and the European Commission lists EU VAT invoice requirements.

1. Start with an empty draft

Open Create Invoice. In Document, choose Add business, Add client and Add item. Select a field on the page to edit it, then choose Done or Cancel. Details shows the same invoice in a form. Enter your details for each new draft; select a saved client suggestion when you want to reuse that client’s details.

Add your business and client names and addresses. Include contact information in the address blocks or notes, and use the purchase order field when your client provides a PO number.

2. Check the reference, dates and amounts

iv generates a date-based reference with a random suffix. Review it before sending. If you need a sequential series, enter your own number; full EU VAT invoices require a unique sequential number under the Commission’s invoicing rules.

In Details, review the issue date, due date and payment terms against your agreement. The UK Small Business Commissioner recommends confirming the payment date with your customer. Document settings, labeled with the current currency, opens the currency picker.

Give each line a clear description, quantity and unit rate. Enter the invoice’s tax percentage, discount and shipping in Details and check the calculated total. iv calculates the values you enter; confirm the applicable tax treatment with your tax authority or accountant. Add payment instructions in Notes or Terms.

3. Review the design

Choose a starting layout from the 17 built-in templates, or use Design to adjust your invoice’s fonts, colors, margins and paper. Return to Document to review the layout. Text view provides headings, tables and lists for reading the invoice.

4. Save and reopen

Accepted changes save automatically in this browser. Wait for Saved before leaving and reopen the draft from the Dashboard in the same browser. Check account-sync status separately before relying on another device. If saving or an edit was interrupted, review the kept changes and use the offered restore or download action before discarding anything.

Clearing browser data removes local drafts. Open Invoice tools, then Export, and choose Invoice JSON for a portable source copy. Imported payment and credit evidence needs separate review.

5. Download and send

Choose Download PDF without an account or credit card. Open the file and check the names, reference, dates, amounts and page breaks. Attach it to an email using your own email service and arrange payment directly with your client. Invoice tools also contains Word, Excel, Web page and CSV exports.

PDF and structured electronic invoices

Check which format and submission process your recipient requires. iv’s XML exports request additional fiscal details; downloading XML does not submit it through Peppol or certify a hybrid PDF.

The European Commission’s ViDA timeline sets 1 July 2030 for cross-border B2B digital reporting requirements based on e-invoicing. Member States can introduce domestic requirements earlier under specified conditions. Check the rules that apply to your transaction before submitting an invoice.