Free IT Services Invoice Generator
Bill a monthly managed-services fee, hourly break-fix support and project work on one invoice, add your logo, and download it as a PDF — free, no sign-up.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Invoicing managed IT services
An IT invoice usually mixes a recurring fee with variable work, so give each its own line. Put your managed-services plan on one line and bill it per device or per user — '42 workstations — managed endpoint plan' with 42 in the quantity column and your per-device rate in the rate column, and the line total works itself out. Break-fix or out-of-scope support goes on a separate hourly line: the hours in the quantity column (decimals like 1.5 are supported) and your support rate alongside, so the client can see the fixed monthly charge apart from what they used on top of it.
One-off project work — a server migration, a Microsoft 365 tenant setup, a firewall rollout — belongs on its own line at the agreed fixed price, kept clear of the monthly recurring charge so it's obvious what's ongoing versus one-time. Hardware and software you buy on the client's behalf go on their own lines at cost — '3 × Dell Pro desktop', '25 × Microsoft 365 Business Premium (annual)' — with the quantity and unit price, so there's no question about what's a pass-through versus your labor.
There's one tax line and no dedicated field for the billing period or ticket references, so the notes field does that work: state the service period the invoice covers ('Managed services: 1–31 July'), reference the SLA or contract, and list the ticket numbers behind any break-fix hours so the client can reconcile them against their helpdesk. Because most of an MSP invoice repeats month to month, the autosave earns its keep — your business details, logo, tax rate and standing line items stay in the browser, so each cycle you update the invoice number, the dates and the service period, adjust the variable lines, and download the next PDF.
Where the retainer ends and the ticket begins
A 40-seat insurance agency on a managed-services agreement, invoiced for July. The recurring plan is billed per device and per seat, so the counts go in the quantity column and the monthly rates alongside — month to month, only the counts change. Two after-hours incidents fell outside the contract and are billed as hourly break-fix at the out-of-hours rate, and a replacement laptop bought for a new hire is passed through on its own line at cost.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Managed endpoint plan — workstations, 1–31 Jul | 42 | $45.00 | $1,890.00 |
| Managed server plan — Hyper-V hosts, backup and monitoring | 2 | $165.00 | $330.00 |
| Microsoft 365 Business Premium — per user, monthly billing | 38 | $26.40 | $1,003.20 |
| Break-fix support, after hours and out of scope (tickets #4471, #4488) | 3.5 | $225.00 | $787.50 |
| Dell Latitude 5550 laptop — new hire, billed at cost | 1 | $1,189.00 | $1,189.00 |
| Subtotal | $5,199.70 | ||
| Total due | $5,199.70 | ||
The fixed plan lines are kept apart from the hourly break-fix and the hardware pass-through, so a client can see at a glance what the contract already covers and what it doesn't.
Make the contract boundary obvious
The service period
There's no billing-period field, so state the month the recurring lines cover in the notes — "Managed services: 1–31 July" — rather than leaving the issue date to imply it.
Device and seat counts
Put the workstation, server or user count in the quantity column with your monthly rate beside it, so a client who added five endpoints can see exactly where the increase came from.
Tickets behind the hours
List the ticket references for every break-fix line in the notes field so the client can reconcile your hours against their own helpdesk record.
Hardware and licenses at cost
Give each pass-through purchase its own line with quantity and unit price and say "at cost" in the description, so it's never mistaken for your labor.
The agreement it bills under
Cite the MSA or SLA covering the recurring lines in the notes along with your net terms, since there's no contract-number or PO field to hold them.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
How do I invoice managed services per device or per user?
Put the plan on one line with the count in the quantity column and your rate per device or per user in the rate column — 42 workstations at your monthly endpoint rate, or 30 users at your per-seat rate. The line and invoice totals are calculated for you; each month you change only the count as the client adds or removes devices.
How do I bill break-fix support alongside a monthly contract?
Keep the managed-services fee on its own line and add break-fix work as a separate hourly line — hours in the quantity column (decimals like 0.5 are supported), your support rate alongside. There's no ticket-number field, so list the tickets the hours relate to in the notes so the client can match them to their helpdesk.
How do I pass through hardware and software I bought for a client?
Add each item as its own line at cost — '3 × Dell Pro desktop', '25 × Microsoft 365 Business Premium' — with the quantity and unit price. Keeping hardware and licenses separate from your labor lines shows the client exactly what's a pass-through and what's your service.
Do I charge sales tax on IT services?
It depends on your state and whether the work counts as a taxable service, a product, or a mix — sales tax on IT services and support is treated differently across jurisdictions. The tool applies one rate to the whole invoice after any discount, so if only your hardware lines are taxable, invoice those separately or confirm the right treatment with an accountant.