Basic Invoice Generator
Sometimes the job is just: make a proper invoice, now. This is the general-purpose version. Every element an invoice legally and practically needs, none of the trade-specific machinery. Fill it in, check the computed total, send it. The FAQs cover the questions that come with a first invoice: numbering, due dates, and what makes an invoice 'official'.
Free downloads carry a light watermark. Everything stays in your browser. Nothing you type is uploaded or stored.
| Description | Qty / hrs | Rate | Amount |
|---|---|---|---|
| Event poster design. Final files | 1 | $450.00 | $450.00 |
| Revisions beyond included round | 2 | $60.00 | $120.00 |
| Subtotal | $570.00 | ||
| Total due | $570.00 | ||
When a 1099 Is Required, and When It Is Due (2026)
Thresholds are per payer, per recipient, per calendar year, and they apply to payments made in the course of a trade or business. Personal payments are not reportable. This is the reporting rule, not tax advice on what you owe.
| Payment type | Form and threshold | Due date |
|---|---|---|
| Services from a non-employee (contractors, freelancers) | 1099-NEC, at least $2,000 | To the recipient and the IRS by January 31 |
| Rents | 1099-MISC, at least $2,000 | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
| Royalties | 1099-MISC, at least $10 | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
| Gross proceeds paid to an attorney | 1099-MISC, at least $600 | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
| Prizes, awards and other income | 1099-MISC, at least $2,000 | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
| Medical and health care payments | 1099-MISC, at least $2,000 | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
| Fishing boat proceeds | 1099-MISC, any amount | Recipient by January 31; IRS by February 28 on paper, March 31 electronically |
Source: IRS Instructions for Forms 1099-MISC and 1099-NEC (Rev. 12/2026) · checked 2026-08
How Long to Keep This Document
Federal minimums for small businesses. States and industries can require longer; when two rules apply, keep the record for the longer period.
| Record | Keep at least | Rule |
|---|---|---|
| Receipts and expense records backing a tax return | 3 years | IRS general limitations period (6 if income is underreported by more than 25%) |
| Invoices and sales records | 3 years | IRS: records supporting income on a filed return |
| Payroll records (wages, pay dates, hours totals) | 3 years | FLSA 29 CFR 516 |
| Timesheets and time cards behind wage computations | 2 years | FLSA: records on which wage calculations are based |
| Employment tax records (payroll tax filings) | 4 years | IRS: after the tax is due or paid, whichever is later |
Source: IRS Pub 583; IRS employment tax rules; DOL FLSA Fact Sheet #21 · checked 2026-08
Late Fees and Payment Terms: What Is Typical
Conventions, not legal maximums. Several states cap late-fee interest through usury or prompt-payment statutes; check your state before charging above the typical range.
| Term | Typical practice | Notes |
|---|---|---|
| Net 30 | Payment due 30 days from invoice date | The default B2B term in the US; Net 15 and Net 60 are the common variants |
| Late fee | 1% to 1.5% per month (12% to 18% per year) | Must be stated on the invoice or in the contract before it can be charged |
| Grace period | 5 to 10 days is common courtesy | Not required by law; put it in writing if you offer one |
| Government work | 30 days, then interest accrues automatically | Federal Prompt Payment Act; most states have an equivalent for public contracts |
| Early-payment discount | 2/10 net 30 (2% off if paid in 10 days) | Worth stating explicitly as a line under the total |
Source: Federal Prompt Payment Act (31 USC 39); state prompt-payment and usury statutes · checked 2026-08
What to Know About Basic Invoices
- An invoice needs no special form to be valid (it's a demand for payment under your agreement) but completeness is what makes it enforceable evidence: who, what, when, how much, and by when.
- Sequential numbering matters beyond tidiness: tax authorities and auditors read gaps in an invoice series as missing income, and your own receivables tracking depends on unique numbers.
- The due date creates the clock: late-payment interest, statutory prompt-payment rights, and collection timelines all count from a stated due date, not from when patience runs out.
- 'Due on receipt' gets paid slower than a concrete date. Behavioral studies of invoicing consistently find a specific due date outperforms vague immediacy.
- An invoice is not a receipt: it requests payment; the receipt evidences it. Businesses that conflate the two lose the ability to prove which happened.
Frequently Asked Questions
What's required for an invoice to be 'official'?
Identity of both parties, a unique number, issue date, description of what's billed, amounts, total, and payment terms. No stamp or registration exists in the U.S.. Completeness and your records are what give it force.
How should I number my first invoices?
Pick a scheme with room to grow (year-plus-sequence (2026-001) is the workhorse) and never reuse or skip numbers. Voided invoices keep their number and get marked void, exactly like a spoiled check.
What payment terms should a small business use?
Shorter than you think: Net 14 or a concrete date two weeks out. Add a modest late-fee term (where lawful) less to collect it than to make the due date read as real.
Related Documents
This generator produces a general-purpose document, not legal, tax, or accounting advice. How our generators are built and checked →