1. Start with the agreement, then describe the work
Use the name and billing contact your client gave you. Match your project reference, scope and rates to the agreement so their accounts-payable team can recognize the charge. If a purchase-order number is required, include it in the notes before sending.
For hourly work, put the hours in quantity and your hourly rate in unit price. For a fixed-price deliverable, use a quantity of one and the agreed fee. Split genuinely separate deliverables into their own lines instead of one unexplained total.
- Hourly: Website revisions, September 28–30 • 6 hours × USD 80
- Fixed fee: Final brand identity package • 1 × USD 900
- Milestone: Website project, approved design milestone • 1 × USD 500
2. Make the payment request easy to understand
Choose an invoice number you can track in your own records. Enter the issue date and a due date that matches the payment terms you agreed with the client. A specific calendar date is easier to act on than an unexplained phrase such as ‘due soon’.
Add clear payment instructions and a contact for questions. These instructions appear on the PDF; ReceAI does not initiate the payment or send the document. Check the client's email address independently before attaching your downloaded invoice.
Use the agreed billing currency. Changing the currency selector changes the invoice's currency label and formatting; it does not convert your rates. Review every amount if you change it.
3. Keep a simple record after downloading
Save the PDF with a recognizable filename, such as your invoice number and client name. Keep a separate list of invoice numbers, amounts, due dates and actual payments so you do not reuse a number or invoice the same milestone twice.
The free editor keeps a draft only while the page is open. It has no invoice history, PDF import or automatic reminders. If you need to correct an invoice after leaving the page, you will need to enter the details again and manage the corrected copy in your own records.
Example: a small design project
Illustrative amounts in USD, with no tax applied.
- Design consultation · 3 hours × $80
- $240.00
- Final artwork · 1 × $360
- $360.00
- Agreed fixed discount
- −$50.00
- Total
- USD 550.00
This example is fictional. A zero-tax example is not a recommendation about your own tax obligations.
A final check before you send
- Client name and billing contact match the agreement
- Work description, quantities and rates are accurate
- Invoice number is unique in your own records
- Currency and agreed due date are correct
- Payment instructions and downloaded PDF have been checked
Common questions
Can I invoice by the hour and by the project on one invoice?
Yes. Use separate line items. Enter the number of hours for hourly work and a quantity of one for each fixed project fee, then label each description clearly.
Can I use my own logo?
Yes. Add a PNG or JPEG logo from your device. The free editor processes it locally and includes it in the preview and downloaded PDF.
Will the tool decide whether I should add tax?
No. You enter the tax rate. The tool applies that rate to the subtotal after the fixed discount; it does not determine tax obligations or guarantee compliance with local invoice requirements.