Invoice PDF Invoice Template

PDF is one of the most common formats for invoices because it’s simple for clients to open and it keeps the invoice layout consistent across devices.

• Clients can view the invoice without special software
• Formatting stays consistent across email and different devices
• Easy to store for bookkeeping and records
• Works well for both individuals and business accounts payable teams

A PDF invoice should include the standard details clients expect so they can approve and pay without follow-up.

• Your business name and contact details
• Client name/company and billing details
• Invoice number (unique)
• Invoice date and payment due date (if used in your system)
• Itemized line items with quantity and rate
• Subtotal, tax, discounts, total due
• Payment instructions and accepted methods

• Service period for recurring billing
• Reference/job number
• PO number for business clients
• Notes for deposits, retainers, or credits applied

PDF invoices are typically sent after you’ve confirmed pricing, deliverables, or services completed.

Common workflow
1. Create the invoice with clear line items and totals
2. Add payment terms (Net 7/14/30 or due on receipt)
3. Include payment instructions (bank transfer details or payment link)
4. Download/send the invoice as a PDF
5. Keep a copy for your records

Tip: If your client is a business, including a reference number or PO number can help them process your invoice faster.

Clients delay payment when invoices are missing key info. A PDF format helps, but the invoice content matters most.

• Clear invoice number
• Clear payment terms and due date
• Specific item descriptions (avoid “services rendered”)
• A short note: “Include invoice number with payment”
• Payment instructions that don’t require follow-up