Free Printing Invoice Generator
Put the run, the setup and the finishing on separate lines at their own units of measure, then download the invoice as a PDF — free, no watermark.
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
Pricing a print run on the invoice
The run itself is one line: the number of pieces in the quantity column, your rate for that quantity break in the unit price, and the full spec in the description — size, ink (4/4 or 1/0), stock weight and finish. Because the per-unit rate depends on where the run falls, write the break into the description as well: "per unit at 5,000" reads very differently next quarter when the customer orders 1,000 and the rate goes up. If a customer topped up an existing run, a second line at the top-up rate is clearer than editing the first.
One-time charges never belong inside the per-unit price. Plates, screens, dies and file prep go on separate lines — at quantity 1, or per plate with the count in the quantity column if that's how you price color — so a reprint from held artwork can drop them and the saving is obvious. Do the same for stock supplied outside your house paper, hard proofs, and each finishing operation: scoring, folding, perfect binding, laminating, numbering, rewinding on cores. The notes carry what has no field: the customer's PO number, the date artwork or the proof was approved, your run tolerance for overs and unders, and how long you'll hold plates and files for a reprint.
Sales Tax is the preset label here, and the rate is yours to set. Printed matter is taxable in most states, but resale certificates, nonprofit exemptions and jobs shipped out of state all change the answer, and separately stated design or mailing services are sometimes treated differently from the printing itself — set the rate that applies, keep the certificate with the job file, or clear the rate entirely. One rate applies to the whole subtotal after the discount, so a volume or prompt-payment deal goes in the single discount field. Everything stays in this browser: the form remembers your shop details and the draft you were last working on, which is why a standing reorder doesn't have to start from a blank page.
Why does the unit price drop at 2,500?
A cider house ordered bottle labels and a batch of postcards from the same shop in the same week, and each run names where it sits on that product's quantity ladder rather than leaving the buyer to guess. The label run crossed the 2,500 break and bills at the lower of the two label rates; the postcards stayed under it and pay the higher postcard rate, and both descriptions say so in words. The flexo plates are charged per plate rather than folded into the run — they are the charge a reprint from held artwork drops entirely, which is the whole reason they sit apart. Proofs are billed per job and the rewinding per finished roll, so four different units of measure share one invoice without any of them having to be reverse-engineered.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Plate making, 4-color flexo — per plate, label artwork | 4 | $225.00 | $900.00 |
| Pressure-sensitive labels, 3 x 4 die-cut on gloss BOPP — per unit at 5,000 (2,500+ break rate) | 5000 | $0.09 | $450.00 |
| Postcards, 4 x 6, 4/4 on 16pt C2S — per unit at 1,000 (below the 2,500 break) | 1000 | $0.14 | $140.00 |
| Hard copy proof, color-matched and couriered — per job | 2 | $38.00 | $76.00 |
| Finishing — labels rewound on 3-inch cores and shrink-wrapped, per roll | 10 | $6.50 | $65.00 |
| Subtotal | $1,631.00 | ||
| Sales Tax 6% | $97.86 | ||
| Total due | $1,728.86 | ||
Naming the break on each line is what turns "but you charged us nine cents last time" into a one-line answer instead of a pricing review.
What the next reprint gets priced against
Spec in the description
Trim size, ink, stock weight and finish belong in the line text. "Postcards" on its own gives you nothing to point at when the customer insists they ordered a heavier board.
The break, written down
Put the run size in the quantity column and name the break in the description, so this invoice's per-unit rate explains itself against the last one without a phone call.
Setup once, not per piece
Plates, screens, dies and file prep get their own lines — per plate with the count in the quantity column if that's how you price them — so a reprint from held artwork visibly drops them instead of quietly paying for them a second time.
Overs, unders and the count delivered
State your run tolerance in the notes and invoice the quantity that actually shipped, so the number on the invoice matches the count on the skid and the packing slip.
PO number and proof approval
There's no PO field, so put the customer's PO and the date the proof was approved in the notes — print buyers routinely bounce invoices that arrive without a PO, and an approval date ends most color disputes.
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 show a quantity break on the invoice?
Put the run size in the quantity column, the rate for that break in the unit price, and name the break in the description — "4/4 postcards, 4 x 6 — per unit at 5,000". When two runs on the same invoice sit at different breaks, that wording is what explains the two different rates.
Where do setup, plate and die charges go?
On their own lines, either at quantity 1 or per plate with the number of plates in the quantity column. Keeping them out of the per-unit rate is what makes the reprint price defensible when the setup doesn't have to be repeated — and on a short flexo run the plate block can be the largest thing on the invoice, so burying it in the unit rate misprices every reorder that follows.
Where do I put the customer's PO or job number?
There's no PO field, so put the PO in the notes — many print buyers won't route an invoice for payment without it. Your own job number can go in the invoice number field or at the front of the line description.
Do I charge sales tax on printing?
It varies by state and by customer: printed matter is commonly taxable, but resale certificates, exempt organizations and out-of-state delivery can change that, and some states treat separately stated services differently from the print. Set the preset Sales Tax rate accordingly or leave it empty, and keep the exemption or resale certificate with the job file, because the invoice on its own is not evidence the exemption applied. Your state revenue department's guidance, or your accountant, settles the rest.