Invoice Generator

Creating a professional invoice doesn't have to be complicated. With the DepositFix invoice generator, you can generate and send customized invoices in just a few minutes, no design skills, downloads, or advanced tools required. Below is a complete step-by-step walkthrough of how to use our invoice maker to create a fully personalized invoice for your business.

Step-by-step instructions:

1. Enter Your Business Details
   In the “From” section, enter your business name, email address, phone number, and mailing address. This information appears at the top of your invoice and helps your clients know who the invoice is from. You can also upload your company logo for a more polished and branded look.
   
   
2. Add Your Customer’s Information
   In the “Bill To” section, fill in your client’s name, company name (if applicable), contact details, and address. Having accurate customer info ensures that your invoice is clearly directed and legally valid.
   
   
3. List the Products or Services Provided
   Add one or more line items that describe what you’re charging for. For each item, enter a description, the quantity (or hours worked), and the rate. DepositFix will automatically calculate the subtotal for each item and the overall total.
   
   
4. Include Taxes, Discounts, and Fees
   If applicable, you can include a tax rate or fixed tax amount, a discount (percentage or flat amount), and any other fees related to shipping or handling. These fields are optional but help you customize the final balance accurately.
   
   
5. Set the Invoice Number and Dates
   You can customize your invoice number or let the system generate one for you. Make sure to add the invoice issue date and set the due date based on your payment terms—such as Net 7, Net 15, or Net 30.
   
   
6. Write Notes or Payment Instructions
   Use the “Notes” section to include important information like payment instructions, bank details, terms and conditions, or a personalized thank-you message. This adds clarity and encourages prompt payment.
   
   

Preview and Download the Invoice
Once everything looks good, click on “Preview” to see the final version. You can then download your invoice as a PDF or email it directly to your client. If you sign up for DepositFix, you’ll also have the option to include a payment link in your invoice, allowing clients to pay instantly online.

A complete invoice includes specific fields to ensure clarity, professionalism, and compliance with standard business practices. Here's a breakdown of the most important components:

1. Header

Your invoice should clearly be labeled as “Invoice.” This helps your client identify it immediately and avoids confusion with estimates, receipts, or purchase orders.

2. Company Logo and Branding

If your business has a logo, include it in the invoice header. DepositFix allows you to upload a logo and select your brand color for a customized and professional look. If you don’t have a logo, that’s fine too—your business details will still be clearly presented.

3. Your Business Information

Include your official business name, email address, phone number, and physical or mailing address. This helps legitimize your invoice and ensures your client knows who the invoice is from.

4. Client Information

Clearly write your client’s name, company (if applicable), email, and address. This identifies the recipient and avoids payment confusion.

5. Invoice Number

Every invoice should have a unique ID or invoice number for reference. DepositFix allows you to enter your own custom numbering format or auto-generate unique invoice numbers.

6. Invoice Dates

Add the invoice date (when you issue the invoice) and the due date (when payment is expected). This helps both you and your client keep track of timelines and avoid missed payments.

7. Itemized List of Goods or Services

Break down each product or service provided into its own line item. Include:

• Description of the product/service
• Quantity or hours
• Unit price or hourly rate
• Automatic subtotal

8. Taxes, Discounts, and Fees

Add any sales tax, VAT, discounts, or additional fees. DepositFix lets you calculate totals automatically so you don’t need to do the math manually.

9. Balance Due

The system totals everything for you, clearly displaying the final amount your client owes at the bottom of the invoice.

10. Payment Instructions and Terms

State your payment methods (bank transfer, PayPal, card, etc.), terms (Net 7, Net 30), and any penalties for late payments. Clear instructions reduce payment delays and help you get paid faster.