Making a PDF invoice is a simple way to streamline your billing flow. You can create a template and reuse it for many clients or projects. On your clients’ end, a PDF invoice is easy to complete and return digitally.
In this guide, you will learn how to structure your invoice, add fillable fields, and share it using a secure browser-based tool like PDF.net. You will also find useful tips for customizing your PDF invoice to reinforce your brand identity.
Key Takeaways
- A PDF invoice needs to include detailed business information and client information. It must also have itemized services, payment details, and invoice specifics.
- Invoice specifics include a unique identification number, an issue date, and a payment date. It can also have purchase order numbers provided by clients.
- You can make a PDF invoice easily using PDF.net. Upload it, add fillable fields, including a signature line, save an editable file, and send it to your client.
- PDF invoices are viewable across devices and platforms, so you can count on them to display accurate details to your clients every time. They are also more secure.
Essential Elements Every PDF Invoice Must Include
Before making a PDF invoice template, you will need to know what it needs to be legally valid, clear to clients, and compatible with payment systems. Let’s explore that in detail now.
#1. Business Information and Branding Requirements
You should include your business’s:
- Logo
- Name
- Address
- Phone number
- Website
- Any relevant tax and registration ID numbers
This section will go under your “Invoice” header. It serves as your professional identity, so it is important to provide precise details.
They will help clients recognize your business easily and indirectly build trust. It is also recommended to include brand colors and fonts alongside your logo to enhance consistency and make your PDF invoice more polished across different platforms.
#2. Client Details and Invoice Specifics
Client details for a PDF invoice include their:
- Full name
- Address
- Contact information (Phone number and email)
Right beneath that, add essential invoice specifics, such as the invoice number, invoice date, and payment terms.
Every invoice should have a unique identifier for you and your client to track and refer back to in the future if needed. Also, include any purchase order numbers provided by your client. These details will ensure that your PDF invoice remains professional and minimize the chances of delays and misunderstandings.
#3. Itemized Services and Payment Information
You need to list all services or products provided in an itemized format when you make a PDF invoice. This just means that each item should have its own line along with a description, quantity, rate, and total amount. Customers will be able to understand exactly what they are paying for.
Under the item list, add a subtotal, any taxes or discounts, and the final total. Do not forget to include your preferred payment methods, bank details, or links to payment platforms. If you have any notes or reminders, you can add them at the end.
Create Your PDF Invoice with PDF.net
You can create your PDF invoice with PDF.net in just a few steps. Although it might seem a bit intimidating, PDF.net will do the heavy lifting for you.
#1. Upload Your Document
You can start from a PDF invoice template or upload a document created in Word, Excel, or Google Docs — PDF.net will automatically convert it into a fillable PDF. Once uploaded, your file will open in a browser with a suite of tools.
#2. Add Fillable Fields for Client Information
Next, add fillable fields in PDF for client information by clicking the Field function on the toolbar at the top of the page.
Choose from eight options and place them where they are needed. PDF.net offers:
- Button
- Form field
- Radio button
- Checkbox
- Dropdown
- List
- Signature slot
- Date
All options are fully customizable, so make sure you label them clearly to avoid confusion. In this step, you can select your specific colors and fonts for branding.
Do not forget to include a signature line at the bottom when making your PDF invoice. This will enable your client to approve and authorize the payment formally. Choose the seventh icon from the left and then click anywhere on the screen to insert the signature line. You can resize and customize the signature style as needed.
#3. Save Your Fillable PDF
Once you have added all the necessary fields to make a PDF invoice, save your document as a fillable PDF. PDF.net lets you do this in just a few clicks, preserving all fields and formatting exactly as designed. This also allows you to reopen and revise it later to update details or reuse it as a template for other clients.
#4. Send to Client for Signing
The final step is to send the PDF invoice over to your clients. They can open the invoice and, if necessary, digitally sign the PDF directly in the browser. There is no need to look for other digital signature tools. PDF.net offers three methods upon clicking on the Sign function at the top of the page:
1. Type. Your customer can enter their name and create a signature with a ready-made font. They can also change the color.
2. Draw. Your customer can handwrite their signature using a mouse or trackpad. They can also adjust the thickness of their strokes.
3. Upload. Your customer can drag and drop a signature image (JPG or PNG) from their device.
When the signature is inserted, your client can resize and reposition it as needed. To protect their signature, they can also lock the file.
Why PDF Invoices Are Essential for Modern Business
A major benefit of making a PDF invoice is that no matter what device or platform your client uses to view it, the invoice looks exactly as you intended. This consistency reinforces your business’s professionalism and ensures no essential details are lost due to display issues.
Security is another reason why it is necessary to know how to create PDF invoices. You can restrict editing and add password protection to protect sensitive information. Unless you grant permission, a PDF invoice is uneditable and, thus, suitable for audit trails. It also meets legal requirements for businesses to retain accurate records of transactions.
Beyond Invoicing: Other Essential PDF.net Tools
Aside from making a PDF invoice, you can use PDF.net’s built-in features to manage digital documents efficiently. For example, you can create, edit, merge, and split PDFs in seconds.
It is possible to add objects, annotations, and comments to collaborate with others directly inside the file. The fillable forms you use to create a PDF invoice are also useful for creating onboarding documents, registration sheets, and order forms.
If you are working with sensitive information, you will be glad to know that PDF.net uses encrypted connections and automatically deletes files after processing. And the best part is that you can do all this from your browser. You will not have to download or sign up for an account.
Final Thoughts
Now that you know how to create a PDF invoice, you can take control of how your business communicates and presents itself to clients. A polished invoice helps build trust and ensures all details are easy to understand.
With a handy tool like PDF.net, creating and sending PDF invoices takes just minutes. You can make, customize, and send invoices directly from your browser. Explore its features to streamline your process and leave a polished impression every time.
How to Make a PDF Invoice FAQ
#1. Can clients fill out and sign PDF invoices on their mobile devices?
Yes, clients can fill out and sign PDF invoices on their mobile devices. Most modern PDF invoices are mobile-friendly and can be filled out or signed on smartphones and tablets. PDF.net supports electronic signatures across mobile browsers.
#2. Are PDF invoices legally binding for business transactions?
Yes, PDF invoices are legally binding for business transactions if they include electronic signatures. E-signed PDFs are valid under the ESIGN Act and state laws like the UETA or ESRA.
#3. How can I ensure my PDF invoice template works with different accounting software?
To ensure your PDF invoice template works with different accounting software, use a standard layout with clearly labeled fields. Convert the invoice to PDF with PDF.net to make it easier to integrate with platforms that support PDF imports.
#4. What should I do if clients have trouble opening or filling out my PDF invoice?
If clients have trouble opening or filling out your PDF invoice, ask them to reopen it with a trusted PDF viewer or browser like PDF.net. You can also test before sending your invoice in PDF format to ensure all fields work properly.