1. Give the customer enough detail to recognize the job
Start with the customer's billing name rather than relying on a nickname from a booking or text message. Identify the job in the line-item description or notes, using details such as a service date, project name or customer reference.
Include only the information needed to explain the charge. Avoid adding unnecessary personal information to a document that may be forwarded to other people. For a transport service, a service date and route description may be more appropriate than a passenger's full itinerary.
- Consulting: Monthly operations review, September 2026
- Cleaning: Office cleaning, October 2, agreed three-hour visit
- Transport: Airport transfer, October 2, agreed service fee
2. Separate the charges your customer needs to check
Use one line for each distinct service or agreed charge. Quantities can represent hours, visits or units when the description makes the basis clear. Review the rate against the accepted quote before you download the PDF.
Add a fixed-amount discount only when it matches your agreement. ReceAI applies one tax percentage to the discounted subtotal. If your job needs multiple tax rates, tax-exempt line items, tax-inclusive pricing or a more complex document format, check the calculation outside this tool and use a workflow suited to those requirements.
This editor does not have a dedicated deposit-paid or remaining-balance field. Do not relabel a payment already received as a discount just to reduce the total. For jobs involving deposits, keep a clear separate record and choose a document workflow that accurately shows the agreed charges and payments.
3. Check the document before sending it yourself
Preview the entire invoice, including any long descriptions and payment instructions. Verify the customer, invoice number, due date, currency and final total. Download and open the PDF so you can check what the customer will receive.
Send the PDF through your own email or other agreed channel. ReceAI does not email it, collect the payment or track whether it has been paid. Keep the PDF and monitor the due date in your own records. The draft is not automatically saved when you leave or refresh the editor.
Example: an on-site service visit
Illustrative amounts in USD, with no tax applied.
- On-site service · 3 hours × $75
- $225.00
- Agreed materials charge · 1 × $40
- $40.00
- Agreed fixed discount
- −$15.00
- Total
- USD 250.00
The example is fictional. Confirm which charges, supporting records and taxes are appropriate for your job.
A final check before you send
- Customer and job reference identify the right service
- Service descriptions explain the quantity and rate
- Extra charges and any discount match the agreement
- Tax treatment has been checked for your situation
- No payment already received has been mislabeled as a discount
Common questions
Can I include more than one service on an invoice?
Yes. Add separate line items with their own descriptions, quantities and unit prices. The editor calculates the subtotal and then applies any fixed discount and tax rate you enter.
Does an invoice prove the customer paid?
No. It describes the charges and requests payment. Check the actual payment before issuing an acknowledgment or receipt.
Can this free invoice sync to my ReceAI workspace?
No. This standalone editor does not write to a customer account, ledger or managed workspace. Save and send the downloaded PDF yourself.