The client has approved the work. Your files are delivered, the last revision is finished, and there is one task left: sending the invoice. If this is your first freelance project, that blank invoice can feel surprisingly difficult. What should the description say? Where does the deposit go? Should you send the editable file too?
You can handle those decisions one at a time. This article follows a fictional design project from the agreed price to a finished PDF, including the message that goes with it. Use the example as a writing and checking exercise, then replace the details with your own agreement.
Folio’s free invoice generator opens a dedicated editor with your fields and a live preview. Classic and Minimal let you download a PDF without a watermark. You can add your own logo, itemize the work, and show a payment you have already received.
Before you type: confirm who is actually paying
Your day-to-day contact and the person processing the invoice may be different people. Ask your contact for the billing name, address, invoice email or portal, and any purchase-order reference. A trading name in an email signature may differ from the name the customer needs on the document.
Keep the accepted quote or project agreement beside you. Confirm the price, currency, payment timing, and any approved extra work against that record. If the client has not approved an extra charge, resolve it before presenting it as an agreed item. The invoice should make the agreement easy to recognize.
Confirm the customer’s billing details and where to send the PDF.
Find the agreed fee, service period, currency, and due date.
Check the amount of any deposit that has actually arrived.
Have your payment instructions and project or purchase-order reference ready.
Write descriptions that still make sense a month later
“Design work” may be enough to jog your own memory today. It gives someone in accounts very little to check next month. Name the deliverable, add the relevant period or delivery date, and describe what the charge includes. For hourly work, enter the hours as the quantity and the hourly fee as the rate.
Vague description | More useful description |
|---|---|
Design work | Autumn campaign landing-page design; desktop and mobile layouts; delivered 28 September 2026. |
Extra changes | Three hours of approved additional product-page revisions, 25–28 September 2026. |
Monthly service | Website maintenance for September 2026: agreed updates and content checks. |
Only include details that match the work you agreed to supply. You do not need to paste the entire project history into a line item. Put a short project reference in Reference / purchase order, and use Notes for a service period or explanation that applies to the whole invoice.
A first-invoice example: fixed work, extra hours, and a deposit
Suppose you agreed USD 1,200 for a landing-page design. The client later approved three additional hours at USD 90 an hour and has already paid a USD 450 deposit. The example below leaves tax, discounts, and shipping out so you can check the basic arithmetic. It does not determine whether tax applies to your own work.
Entry | Calculation | USD |
|---|---|---|
Landing-page design | 1 × 1,200.00 | 1,200.00 |
Approved additional revisions | 3 × 90.00 | 270.00 |
Invoice total | 1,200.00 + 270.00 | 1,470.00 |
Amount already paid | Deposit received | 450.00 |
Balance due | 1,470.00 − 450.00 | 1,020.00 |
Keep both work items at their full agreed prices. Enter 450 in Amount already paid under Payment & notes. The customer can then see the project total and the remaining USD 1,020 together. Do not reduce the item prices by the deposit and also enter it as already paid; that would subtract the same payment twice.
Use the currency selector before checking the totals. Choosing EUR instead of USD changes the currency label and formatting; it does not convert your prices at an exchange rate. If you agreed a different currency, enter the amounts from that agreement.
Build the invoice in four short passes
Open the invoice generator and select Open invoice editor. Work through the four sections below. On a phone, switch to Live preview whenever you want to see the document as your client will see it.
Details: enter an invoice number, your business details, the customer’s billing details, the currency, and the dates. Add your logo if you use one.
Items: write the descriptions, quantities, and rates. Review any discount, tax, or shipping settings that apply to the transaction.
Payment & notes: enter a received deposit, payment instructions, and the terms you already agreed. Add an existing HTTPS payment link if you have one.
Design: choose a layout and A4 or Letter paper, inspect the preview, and select Download PDF when the details are correct.
Choose an invoice number that fits your own records, such as INV-2026-014. That is an example, not a number Folio reserves for you. Check for duplicates in the system you use to track your invoices, including invoices made outside this tool.
Make the date and payment instructions unambiguous
Check the actual date shown under Due date. The editor offers payment-term shortcuts such as Net 14 and Net 30, but the right choice is the one that matches your agreement. In the fictional example, an invoice issued on 29 September 2026 with an agreed 14-day term would be due on 13 October 2026.
Write payment instructions someone can follow without asking you another question. Include the intended payment method, the necessary destination details, and the invoice number to use as a reference. For a checkout link, test that it opens for a customer who is not signed in to your account.
Example wording: Please pay the remaining USD 1,020 by 13 October 2026 using the payment details below. Include INV-2026-014 as your payment reference. The USD 450 deposit received has already been deducted from the balance due.
Folio displays the payment information you supply. It does not collect the payment, check your bank account, or confirm that the invoice has been paid. Record a received payment only after verifying it through your usual payment records.
Choose a design that suits the document
For a first invoice, a clear name, readable descriptions, and a visible balance matter more than decorative detail. Start with Classic or Minimal if you want a free PDF. Both support a logo and the preset accent colors.
Pro adds 10 designs: Studio, Editorial, Executive, Ledger, Atelier, Horizon, Blueprint, Meridian, Statement, and Monogram. Preview a few with your real descriptions. A compact table may suit an invoice with many items, while a more prominent header may suit a short project invoice.
Other Pro options include a custom brand color, a payment-link QR code, a custom footer, and saving invoices to your account. These are optional additions to the free invoice workflow. If you preview a Pro design and decide to stay with free features, Download free version prepares a copy with free settings while keeping your working design. The pricing page lists current plan details.
Keep an editable draft as well as the PDF
A PDF is the copy to send. An invoice draft is the copy to keep for future changes. Before closing the editor, open File and choose Draft backup. This downloads a JSON file containing the editable invoice. Later, use File → Import draft to continue working.
Free work is held in the current tab; it is not automatically saved to an online library or browser storage. Keep the backup somewhere private because it contains the invoice details. With Pro, Save to account stores the draft in your private invoice library. Choose it again after making changes you want to keep.
Free PDFs are generated on your device. Pro PDF exports are processed by Folio, and library storage happens when you choose Save to account. A successful download by itself does not save an editable invoice to your dashboard.
Send a useful message with the checked attachment
Open the downloaded PDF first. Check the customer name, item descriptions, due date, and balance on the actual file, including any continuation pages. Give it a recognizable filename such as INV-2026-014-Landing-Page.pdf. Attach that PDF to your email or upload it through the customer’s requested portal.
Here is a short email you can adapt to the example:
Subject: Invoice INV-2026-014 — landing-page design. Hi Alex, attached is the invoice for the landing-page design and the additional revisions we agreed. The remaining balance is USD 1,020, due on 13 October 2026; your USD 450 deposit is already included in the calculation. The payment details are on the invoice. Please let me know if your accounts team needs a project reference added. Thank you, Sam.
Keep the JSON draft for your own editing. It is not the attachment the client needs for this workflow. Folio does not send the email, schedule payment reminders, or confirm that the client opened the PDF; use your usual email or invoicing records to track the handoff.
A final check before sending
The billing name and address match the customer’s instructions.
The invoice number is correct and has not been reused accidentally.
The descriptions identify the agreed work and relevant service dates.
The currency, rates, tax treatment, total, and received deposit have been reviewed.
The due date matches the agreed payment timing.
The payment destination and any link or QR code have been checked.
The downloaded PDF opens correctly, and the editable draft is backed up.
This is a practical review checklist, not a universal legal template. Required invoice details depend on where and how you do business. For example, GOV.UK’s invoice requirements include a supply date and additional requirements for some business types. Check the rules that apply to you; choosing a design does not certify compliance.
Questions that come up on a first invoice
Can I make an invoice without creating an account?
Yes. You can use the free designs, download the PDF, and keep a draft backup without signing in. Account saving requires an account with Pro access.
Does downloading the invoice prove that the client paid?
No. The invoice shows the amounts you entered. Even a zero balance only reflects the payment figure you supplied; Folio does not verify the transaction. Keep payment confirmation in your usual records.
Can I download the invoice on my phone?
Yes. Once the PDF is ready, use Download file or Share file in the mobile save panel. Then open the saved file from your browser’s downloads or your phone’s Files app to check it before sending.
What if I need several tax rates on one invoice?
Folio supports one invoice-level tax rate, with individual items marked taxable or exempt. It does not support separate rates for different items or compound taxes. Use a workflow that supports the calculation your transaction requires.
Ready to put your own details in? Create your invoice in Folio. For the full walkthrough of discounts, tax settings, and saving options, keep the invoice generator guide nearby while you work.
Cover image created for Folio with AI. Illustrative scene, not a product screenshot.
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