Invoice Generator
The Invoice Generator is a free online tool that allows you to create professional
invoices quickly and easily. The tool exports invoices as PDF files with embedded XML
data, so you can later import and edit them.
Getting Started
The Invoice Generator works according to a simple principle:
- Sender: Enter your company information (optionally with logo)
- Recipient: Add the customer information
- Items: Define the invoice positions with quantity, unit, and price
- Settings: Adjust tax rates, dates, and other details
- Preview: View the invoice as PDF in the browser (without download)
- Export: Export as PDF with embedded XML data
💡 Tip: You can load a sample invoice to explore the tool.
Keyboard Shortcuts
For quick navigation between tabs, you can use the arrow keys:
- ← Arrow Key: Go to previous tab
- → Arrow Key: Go to next tab
Key Features
Complete Invoice Data
The generator captures all important information for a professional invoice. In addition to
the basic data, you can also optionally save tax numbers, IBAN, BIC, and other contact
information.
Flexible Item System with Net/Gross Price Input
Add any number of invoice items. Each item can be defined with description, quantity, unit,
and unit price. Calculation is done automatically.
Dual Price Input: You can enter either the net or gross price. The other
price is automatically calculated based on the tax rate. When you change the tax rate, the
gross price automatically adjusts (the net price remains constant).
Example:
If you enter a net price of €10.00 with a 19% tax rate, the gross price is automatically
calculated to €11.90. If you change the gross price, the net price will be recalculated
accordingly.
Customizable Tax Rate
Define the tax rate for your invoice. Tax calculations are automatically performed based on
the subtotal.
Company Logo
Upload your company logo and it will be automatically displayed on the invoice. This gives
your invoices a more professional appearance.
Multilingual Support
The tool is available in German and English and automatically adapts the invoice texts to
your current language setting.
Template System for Header and Footer Text
In the header and footer text, you can use placeholders that are automatically replaced with
actual values during PDF export. This enables personalized and dynamic invoice texts.
Example: "Dear [%RECIPIENT_NAME%], please transfer [%TOTAL%] by
[%DUE_DATE%] to [%IBAN%]."
Result in PDF: "Dear Customer Inc., please transfer €238.00 by
02/15/2024 to DE89370400440532013000."
Available Template Placeholders
The following placeholders can be used in header and footer text:
| Category |
Placeholder |
Description |
| Sender Information |
[%SENDER_NAME%] |
Sender's name |
[%SENDER_STREET%] |
Street and house number |
[%SENDER_POSTAL_CODE%] |
Postal code |
[%SENDER_CITY%] |
City |
[%SENDER_COUNTRY%] |
Country |
[%SENDER_EMAIL%] |
Email address |
[%SENDER_PHONE%] |
Phone number |
[%SENDER_TAX_NUMBER%] |
Tax number |
| Recipient Information |
[%RECIPIENT_NAME%] |
Recipient's name |
[%RECIPIENT_STREET%] |
Street and house number |
[%RECIPIENT_POSTAL_CODE%] |
Postal code |
[%RECIPIENT_CITY%] |
City |
[%RECIPIENT_COUNTRY%] |
Country |
| Invoice Information |
[%INVOICE_NUMBER%] |
Invoice number |
[%INVOICE_DATE%] |
Invoice date |
[%DELIVERY_DATE%] |
Delivery date |
[%DUE_DATE%] |
Due date / Payment deadline |
[%SERVICE_LOCATION%] |
Service location |
| Bank Details |
[%BANK_NAME%] |
Bank name |
[%IBAN%] |
IBAN |
[%BIC%] |
BIC |
| Amounts |
[%SUBTOTAL%] |
Subtotal (net) |
[%TAX_AMOUNT%] |
Tax amount |
[%TOTAL%] |
Total amount (gross) |
💡 Tip: Simply copy a placeholder from the table and paste it into your
header or footer text. It will be automatically replaced during PDF export.
Preview & Export Options
PDF Preview
View your invoice as a complete PDF preview in the browser before exporting it. The preview
opens in a new browser tab and shows you exactly how the final invoice will look – including
logo, QR code (if enabled), and all formatting.
💡 Tip: Use the preview to check your invoice before sending it. This
way you can spot typos or formatting issues before downloading the PDF.
Workflow: Create invoice → Show preview → Correct errors → Preview
again → Export
ℹ️ Info: The preview PDF is not downloaded, but only displayed in the
browser. You can still save or print the preview via the browser's PDF viewer if
desired.
PDF Export with Embedded XML Data
Export your invoice as a PDF file with embedded XML metadata. The PDF contains a complete
invoice layout and is ready to print or send immediately. At the same time, all invoice data
is invisibly stored in the PDF, so you can import and edit the file later.
💡 Tip: The filename is automatically generated from the invoice number
and the customer's last name (e.g., "INV-2024-001_Smith"). You can customize the
filename before export as needed.
Benefits: Only one file needed! The PDF is both readable for the
customer and editable for you. No separate XML files necessary anymore.
ℹ️ Info: The XML data is stored as metadata in the PDF and is not
visible to the recipient. Only when you import the PDF back into the generator, the data
is read out and all fields are restored.
PDF Import
Import a previously exported PDF invoice to edit it or use it as a template for new
invoices. The tool automatically extracts all embedded XML data from the PDF.
💡 Tip: Use the import to create recurring invoices. Simply import an
old invoice, adjust the items and date, and export it again.
Use Cases
When is this tool particularly useful?
-
Freelancers and Self-Employed: Quickly create professional invoices
for your customers
-
SMEs without Invoicing System: Use it as a simple alternative to
expensive accounting systems
-
Occasional Invoicers: For those who only need to write an invoice
occasionally
-
Multilingual Businesses: Quickly create invoices in German or
English
Tips & Best Practices
-
Invoice Numbers: Use consistent numbering (e.g., INV-2025-001,
INV-2025-002)
-
Units: Use standardized units (e.g., "hours", "pieces", "project")
-
Net vs. Gross: Choose the appropriate price type for each item.
Enter either the net or gross price – the other will be automatically calculated.
For B2B typically enter net, for B2C often gross.
-
Automatic Calculation: When you change the tax rate, the gross
price automatically adjusts – the net price remains unchanged
-
Save Data: Export regularly as PDF for backup – the XML data is
already included
-
Logo Size: Use logos with good contrast and appropriate size for
best results
- Payment Terms: Define clear payment terms and due dates
-
PDF Archiving: The exported PDFs contain all data – perfect for
long-term archiving
Privacy & Security
Security: All data remains locally in your browser. No invoice data is
transmitted to external servers. Your invoices are completely private.
Select file 