PDF Invoice Template

Invoices that are formatted as PDF files are incredibly simple to share once built out—the trick is deciding which tool or software you’ll use to actually build the invoice and customize it to suit the needs of your freelancing business and existing clients. 

Fortunately, there are a number of free and affordable creator tools available that are capable of producing high-quality, functional invoices that still allow you to take full advantage of the flexibility and ease of use afforded by the PDF file format, all while reflecting your unique brand. 

To get paid for your products and services using a simpler, smarter invoicing solution, the PDF file format is a great way to maximize the shareability of your document while also capturing the look and feel of your brand exactly the way you envision it. 

By choosing to implement PDF invoices as part of your payment workflow, you gain the benefit of a universally recognized file format that is easily transferred between operating systems, ensuring document elements are visualized the same across machines. For added convenience, multi-format file exporting is supported by all of the market’s leading document development platforms, including the Microsoft Office and Google suites of creator tools. 

To create your invoice template using the PDF file format, you must first choose the document development software that’s right for you and your existing clients. When exploring different platforms for creating your invoices, consider important factors such as your software familiarity and design experience, as well as the levels of affordability and efficiency you expect from your software or platform of choice. 

Once you’ve chosen your document development software, you can begin crafting your invoice template to begin billing your vendors and clients for payments. Familiarize yourself with the editing tools supported by the editing software or platform you’ve chosen to build your PDF invoices.

For freelancers looking for a more basic invoicing solution for their payment workflow, Microsoft Word and Google Docs provide users with the essential functionality needed to create basic invoices that include standard financial document components, including unique invoice details, contact information, itemizations, and totals. In addition to these basic editing tools, both Word and Google Docs allow users to easily customize documents to fit their personal brand. 

For freelancers looking for a more powerful invoicing solution capable of representing more complex, intricate cost breakdowns, spreadsheet software such as Microsoft Excel or Google Sheets may provide the right set of tools. In addition to the basic editing and customization capabilities supported by word processors such as Microsoft Word and Google Docs, spreadsheet software grants users the added benefit of formula functionality, which makes the complicated task of performing complex cost calculations automatic. 

Once the invoice template has been designed, you can begin the formal payment process by filling out your first invoice with all relevant invoicing details, including the following key components: 

• client and/or vendor contact details
• unique invoice number (for internal tracking purposes)
• invoicing/transaction date
• itemized list of products and/or services rendered 
• subtotals for each product and/or service
• payment due dates
• payment totals, including taxes applicable to your area

When you’re ready to send off your final invoice, export the document as a PDF you can share easily with your client via email. 

For some freelancers, the nature of their business or industry demands more creative solutions for representing cost breakdowns and complex transactions in the form of an invoice. As such, a standard invoice in PDF format may not be sufficient. 

Fortunately, invoices are adaptable to the needs of virtually any business—regardless of how they function and who they serve. The flexible nature of the invoice also means that users enjoy the added benefits of increased creative freedom in the design process and transparency within the freelancer-client partnership. 

At Indy, we understand the importance of accurately representing the work you do, especially when it comes to getting paid. By utilizing professional invoicing software by Indy, freelancers gain access to a powerful tool that simplifies the payment process while providing the greatest flexibility to clients as possible through integrated online payments, direct deposit or mailing options, and hour tracking—all while providing the formatting capabilities possible to ensure properly displaying PDF invoices, every time.

For freelancers already familiar with the Google suite of tools, alternatives to the standard, static PDF invoice are available for free. Depending on the functionality desired from the invoice template, both programs—Google Docs and Google Sheets—offer a range of tools for customizing the invoice according to individual branding guidelines, as well as the nature of particular products or services.

Thanks to the collaborative nature of the Google suite of tools, documents can be shared between users directly—no need to send material using a third-party tool, such as email. In addition, freelancers can decide which permissions clients are granted with regard to access to the document. Depending on the level of involvement or insight you’d like your clients to have in the payment process, you can set your Google invoice document or spreadsheet to view-only mode, suggesting mode, or editing mode. 

Google Docs may be the stronger alternative for freelancers who desire a simple, clean style for conventional itemizations, while Google Sheets would serve as a more powerful tool for users looking for a smarter way to visualize more complex, intricate cost breakdowns. Google offers users a variety of templates to choose from, should you seek more guided direction for crafting your initial invoice template. With the support of a pre-designed template, freelancers can focus on building out other features of the invoice as they see fit.