How to Generate Professional Invoices

Overview

Zilita's Invoice Generator lets you create clean, professional invoices directly in your browser. Add your business details, line items, taxes, and payment terms — then download a formatted PDF. No sign-up, no templates to install, and your data never leaves your device.

Step-by-Step Instructions

Step 1: Add Business Information

Open the Invoice Generator from Design Cards Studio. Start by entering your business name, address, email, and phone number. Then add your client's details (business name, contact person, address). Both sections support multiple lines and auto-save to local storage so you don't have to re-enter them next time.

Step 2: Set Invoice Details

Enter the invoice number (auto-incremented by default), issue date, and due date. Select the currency from the dropdown (USD, EUR, KES, GBP, and more). Add any purchase order (PO) number if required by your client.

Step 3: Add Line Items

For each item or service, enter:

• Description — A brief description of the product or service
• Quantity — Number of units or hours
• Unit Price — Price per unit/hour
• Amount — Auto-calculated (quantity × unit price)

Click “Add Item” to insert a new row. You can reorder items by dragging the handle on the left or remove items with the delete button.

Step 4: Apply Taxes and Discounts

Below the line items table, configure:

• Subtotal — Auto-calculated sum of all line items
• Tax Rate — Apply a percentage (e.g., 16% VAT) or a flat amount
• Discount — Add a percentage or flat discount if applicable
• Shipping — Optional shipping or handling fee
• Total — Auto-calculated final amount

Step 5: Generate PDF and Download

Click “Generate Invoice” to preview the formatted invoice. Review the layout, check for errors, and make any adjustments. When satisfied, click “Download PDF” to save the invoice as a PDF file. The invoice includes your business details, client info, itemized charges, total amount due, payment terms, and a professional footer.

Common Mistakes

• Missing payment terms — Always include payment terms (e.g., “Net 30”) to set clear expectations with clients.
• Incorrect tax calculation — Double-check that your tax rate is applied correctly. The generator calculates based on the subtotal before discounts.
• Not saving templates — Business information is auto-saved, but line items and custom notes are not. Create presets for recurring invoices.

Troubleshooting

• PDF looks misaligned — Try Chrome or Edge for the best PDF rendering. Some browsers may have minor CSS-to-PDF differences.
• Missing currency symbol — Ensure you've selected a currency from the dropdown. The generator supports major world currencies.
• Invoice not printing correctly — Download the PDF first, then print from your PDF viewer rather than printing directly from the browser.

Frequently Asked Questions

Is this free for commercial use?

Yes. You can create and send unlimited invoices for your business at no cost.

Can I add my logo?

Yes, the generator supports uploading a logo image (PNG or JPEG) which appears at the top of the invoice. The logo is stored locally in your browser.

Does it support multiple currencies?

Yes, you can choose from 10+ currencies including USD, EUR, KES, GBP, NGN, ZAR, and more. The symbol updates automatically.