intajUnited States
There is no national sales tax. States and cities set it, and many services are exempt. Add a tax line only if you are registered to collect it.
Free template · PDF
Blank invoice template
A clean blank invoice you can print and fill in by hand, in A4 or US Letter. Or type it in online and get a finished PDF in about a minute.
No sign-upA4 and US LetterInvoice and quote
Download · free
Blank invoice, ready to print
One page, black on white, with room for ten items. The quote uses the same layout, so a quote and its invoice look like a pair.
Rather type it?
The free online maker fills the same layout for you: totals and taxes are added up, your numbering continues, and nothing leaves your device.
Fill it in onlineHow to fill in an invoice, box by box
- Your details: your name or business name, address, email and, if your country requires it, your tax number.
- Invoice number: unique and in order, with no gaps. A year prefix keeps it tidy, for example 2026-001, 2026-002.
- Date and due date: the day you issue it and the day you expect payment, for example 14 days later.
- Bill to: the person or company that pays. For a business client, use its registered name and, where needed, its tax number.
- Items: one line per job or product, with the quantity, the unit price and the line amount. Name the work so the client recognises it.
- Totals: subtotal, any discount, tax with its rate (only if you are registered to charge it), then the total. Write the balance due in the box at the top.
- Payment details: bank account or IBAN, payment link, and anything the client must quote as a reference.
The full checklist, with examples, is in our guide how to write a freelance invoice.
Rules in your country
Most of the template works everywhere. A few countries ask for more, and some no longer accept paper or PDF invoices for tax purposes. The short version, with the official page for each:
United Kingdom
VAT-registered? Show your VAT number, the VAT rate (20% standard) and the VAT amount. Not registered? Don’t add VAT.
GOV.UKGermany
Show your Steuernummer or USt-IdNr. and the date of service, with VAT per rate (19% or 7%). Small businesses under § 19 UStG charge no VAT and say so. B2B e-invoices: everyone must be able to receive them; issuing them becomes mandatory in 2027 and 2028.
BundesfinanzministeriumFrance
Required: SIRET, the date of the service, payment terms and, for business clients, late-payment penalties and the €40 recovery fee. Without VAT, write “TVA non applicable, art. 293 B du CGI”. E-invoicing is being phased in from September 2026.
Service PublicSpain
Show your NIF and the client’s, a sequential number and IVA (21% standard). Professionals billing a business usually deduct IRPF withholding: 15%, or 7% in the first years. B2B e-invoicing arrives in 2027 and 2028.
Agencia TributariaItaly
Almost every VAT holder, the flat-rate forfettario regime included since 2024, must issue e-invoices in the FatturaPA format through the Sistema di Interscambio (SdI); the Agenzia delle Entrate’s own service is free. Use this template as a quote or a pro forma, not as a fattura.
Agenzia delle EntrateMexico
Tax invoices are CFDI, issued through SAT-authorised systems. Use this template as a quote or a payment request, not as a factura.
SATBrazil
For services, the tax document is the Nota Fiscal de Serviço (NFS-e), issued in a government system. Use this template as a quote, a receipt or a payment request.
Portal NFS-eJapan
So a business client can deduct consumption tax, a qualified invoice shows your registration number (T plus 13 digits) and the tax for each rate, 10% and 8%. The Japanese template has both lines.
National Tax AgencyUnited Arab Emirates
VAT is 5%, and registered businesses show their TRN. B2B e-invoicing through accredited providers becomes mandatory from 2027.
u.aeEgypt
VAT is 14%. VAT-registered businesses must issue e-invoices through the Egyptian Tax Authority’s system; a PDF invoice is not valid for VAT.
Egyptian Tax AuthorityChecked October 2026. A summary, not tax advice: rules change, so check the official page or your accountant.
Templates for your trade
Ready-made versions with the usual lines and advice for your kind of work: cleaners, tutors, photographers, handymen and trades, short-term rental hosts.
Questions
Is the template really free?
Yes. Download, print and copy it as often as you like, for your own business. There is a small “Made with Intaj Invoice” line at the bottom of the page.
Can I type into the PDF?
The PDF is made for printing. To type, use the free online maker: it has the same layout, adds up the totals and gives you a finished PDF.
Is there a Word or Excel version?
No. The online maker does what an editable file would, without formulas to break: it works in any browser, on a phone too, and keeps your documents on your device.
A4 or US Letter?
US Letter in the United States, Canada, Mexico and a few other countries; A4 almost everywhere else. If your client prints in another size, either one will still fit.
What is the difference between a quote and an invoice?
A quote is the price you offer before the work, usually with a date until which it is valid. An invoice asks for payment after the work, or before it for a deposit. Give them matching numbers, for example Q-2026-014 and 2026-014.
Is a paper or PDF invoice legal?
In most countries, yes. Where e-invoicing is mandatory for your sales (see the country notes above), a paper or PDF invoice may not be enough for tax, so check with your accountant.
Faster than by hand. The online maker remembers your details, numbers your invoices in order and works in 15 document languages. Free, with no sign-up.
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