What to include in a simple invoice

First: when a simple invoice is not enough

If your business must issue e-invoices, such as VAT-registered businesses in Saudi Arabia under ZATCA's Fatoora requirements, a PDF from a basic invoice generator does not meet them. It has no tax QR code, no XML file and no cryptographic stamp, and it does not connect to the authority's systems. Check your obligations with the authority or your accountant, and use a certified system if you are required to.

Outside that case, a simple invoice is very useful: for freelancers who are not required to e-invoice, for clients in other countries, for internal orders, and any time you need a tidy document showing the amount due.

The checklist

• Your name or business name and contact details.
• The client's name or company.
• A unique invoice number that is never reused.
• Issue date and due date.
• Line items: description, quantity, unit price and a total for each line.
• The currency, stated clearly.
• Any discount, then tax with its rate and amount, then the total.
• Payment instructions: account details or payment method and the time allowed.

The invoice number is your job

The tool does not store invoices or generate sequential numbers, so you type the number and make sure it never repeats. A simple scheme: the year and then a running number, like 2026-0042, with a small sheet where you record every number you use.

How to do it

1. Open the Basic invoice generator.
2. Fill in your details, the client's, the invoice number and the issue and due dates.
3. Add the line items, then any discount and tax rate.
4. Add payment instructions and download a print-ready PDF.

Invoice, receipt or quotation?

• A quotation comes before an agreement and proposes a price. Create one with the Quotation generator.
• An invoice asks for payment after agreement or delivery.
• A receipt confirms you received payment. Create one with the Receipt generator. Note that a receipt records what you type and does not verify that the money actually arrived.

If your prices include tax and you need to separate it, work out the figures first with the VAT calculator.