Printable PDF invoice template
A printable PDF invoice template is a ready-made invoice you can print and fill in by hand or type into on screen. It includes your business details, client details, invoice number, dates, line items, totals and payment terms.
When is a printable invoice the right choice?
Paper invoices still fit some jobs: writing up the bill on the tailgate when the work is done, handing an invoice to a customer who pays by check on the spot, or keeping a pad of blank invoices in the truck. Print a stack, fill one in by hand, and give the customer the original.
Write clearly, use a new number for every invoice and keep a copy for yourself. A phone photo of each filled-in invoice is an easy backup.
How do I fill in a PDF invoice on a computer or phone?
Open the PDF in an app that can fill forms or add text, such as the Fill and Sign tool in Adobe Acrobat Reader or Preview on a Mac. Click into each field or add a text box, type your details, then save a new copy named with the invoice number.
A PDF doesn't do math, so add up the line totals, tax and amount due before you type them in. Then email or text the saved PDF to the client.
Is a PDF template better than an online invoice generator?
A blank PDF is the simplest option and works with a pen, but every number is on you. The free generator fills in the same fields, does the math and then creates the PDF.
If you want to stop writing invoices by hand altogether, the Invoicefy iPhone app creates the invoice on site and lets you text the client link from your phone in one tap.
| Printable PDF template | Online generator | |
|---|---|---|
| Best for | Handwritten invoices on site | Typed invoices sent by email or text |
| Math | By hand | Calculated for you |
| Looks | Depends on your handwriting | Clean, typed layout |
| Keeping copies | Photo, scan or carbon copy | Keep the PDF you download |
| What you need | A printer or a PDF app | A browser |
Questions people ask
Generally, yes. What matters is the content: who is billing whom, for what, how much and when it's due. Make it legible, number it and keep a copy for your records and taxes.
On paper, a stamp or label with your business name works. On screen, most PDF apps let you place an image. For a logo on every invoice, the Word template or the online generator is easier.
Number them in order, write each one in a simple log with the client, amount and date paid, and file the copies by month. The Excel template works well as that log.
Yes. Scan it with your phone's document scanner, which saves a PDF, or take a clear photo. Send the file with a short message that names the amount and the due date.
Skip the template next time.
Save your clients and items in a free Invoicefy account, send a link by email or text, and let reminders follow up.
