Zatca Invoice Generator - Create Free Online e-Invoice

Invoice generator

An invoice generator or free invoice maker is an online tool designed to create invoices quickly and accurately. This tool eliminates the hassle and errors often associated with manual invoicing.

Key features of an invoice generator

Create Invoices Easily - With an online invoice generator, you can create professional invoices within minutes. This process is straightforward and user-friendly.

Send PDF Invoices - Generate invoices in PDF format for easy sharing. This format ensures that the invoice looks consistent and professional when sent to clients.

Customize Invoices - Utilize various invoice templates to tailor your invoices to match your brand. You can adjust colors, fonts, and layouts to create a unique look.

Download or Print Invoices - Once your invoice is complete, you can download it for your records or print it directly. This feature provides flexibility based on your needs.

Automate Invoicing Process - Small business owners and freelancers can streamline their invoicing by using a free invoice generator. Automation reduces time spent on invoicing, allowing you to focus on other aspects of your business.

What is an invoice used for?

An invoice is a crucial business document primarily used for accounting purposes. It serves multiple functions in managing financial transactions between a vendor and a client. Here’s how invoices benefit businesses:

1. Accept Payments from Clients - Invoices are one of the best ways to request payment. They provide a clear record of what is owed and help facilitate timely payments.

2. Track Business Growth - Invoices help businesses monitor revenue over time. By analyzing invoices, you can identify trends in sales and areas for growth.

3. Monitor Sales - Invoices provide a detailed record of all sales transactions. This record is essential for evaluating business performance and making informed decisions.

4. Manage Inventory - Invoices can help businesses track inventory levels. By recording the products or services sold, you can better manage stock and restocking needs.

5. Simplify Tax Returns - Having organized invoices makes filing tax returns easier. Invoices provide a clear record of income, which simplifies the accounting process during tax season.

6. Proof of Sales - An invoice serves as legal proof of the transaction between the vendor and the client. This documentation can be vital in case of disputes.

7. Track Pending Payments - Invoices allow businesses to keep track of payments that are due. This helps in managing cash flow and following up on overdue accounts.

8. Legal Protection - Invoices provide legal documentation of sales agreements. This can offer protection in case of lawsuits or disputes regarding services or payments.

What is an e-invoice?

An e-invoice is a digital document created using specialized e-invoicing software like Refrens. Despite being digital, online invoices contain the same essential information as traditional paper invoices.

Benefits of creating invoices online

Time-Saving Creating invoices online is quick and efficient. You can generate invoices in minutes, allowing you to focus on other important aspects of your business.

Reduced Paperwork Online invoicing eliminates the need for paper. This not only saves resources but also reduces clutter in your workspace.

Easy Management With an online invoice maker like Refrens, you can manage, send, and track all your invoices in one centralized location. This simplifies your invoicing process and keeps everything organized.

No Risk of Losing Invoics Digital invoices are stored securely online, minimizing the risk of losing important documents. You can access your invoices anytime, from anywhere.

Cost-Effective Refrens allows you to create invoices online at no cost. This feature is especially beneficial for small business owners and freelancers looking to save money.

Streamlined Access Searching for older invoices at the end of the month can be a hassle. With online invoicing, you can easily retrieve any invoice whenever you need it, streamlining your workflow.

Creating an e-invoice online is simple. You can use a free invoice generator like Refrens. This guide provides clear steps to help you create your e-invoice efficiently.

Step-by-step guide to create an invoice using an invoice maker

What You Need: A mobile device, laptop, or desktop with an internet connection.

1. Invoice Header

Start by entering the invoice number, issue date, and due date. You can also add your company logo for a professional touch. Use the custom fields to include additional details like the purchase order (PO) number or batch number.

2. Billed By

In this section, input the seller's (vendor's) details. Include the business name, address, email, and phone number. If applicable, add the tax number if the business is registered.

3. Billed To

Here, enter the buyer's information. This section collects all the necessary details about the person or entity purchasing the product or service.

4. Tax

Enter your tax rate. The free invoice generator will automatically calculate the tax amount and add it to the final invoice total.

5. Product/Service Details

List the product or service name along with a brief description. Specify the quantity and price for each item offered.

6. Discounts & Charges

If you provide discounts, add them to this section. The online invoice generator will automatically adjust the totals. You can also include additional charges like shipping or packaging fees.

7. Terms & Conditions

Clearly outline your terms and conditions. This helps ensure timely payments and clarifies expectations.

8. Additional Notes

Use this space for any extra information or instructions regarding the product or service provided.

9. Customize Invoice

Once you’ve filled in all the details, customize your invoice to fit your needs. You can change the template, adjust colors, and select different fonts for headings. You can also add a custom letterhead. After customization, choose to email, print, or download the invoice as a CSV file. You can also share it through WhatsApp using the online invoice maker.

When you save and continue, the QR code will generate automatically.

Important Note: Once the QR code appears on your invoice, you cannot edit, delete, or cancel the e-invoice. If needed, you can issue a credit note or debit note with the QR code.

How to customize invoices using the gnvoice Generator?

Customizing your invoices enhances professionalism and reflects your brand identity. With a free invoice generator like Refrens, you can easily tailor your invoices to meet your business needs.

Key customization features

• Add Your Business Logo Incorporate your business logo at the top of the invoice. This establishes brand recognition and adds a professional touch.

• Customize Colors and Fonts Use the “magic color” feature to select your preferred colors for the invoice. Change font styles for headings to match your branding. This customization makes your invoice visually appealing.

• Flexible Fields and Columns The invoice generator allows you to add multiple fields and columns. This feature helps you provide additional information, making your invoices more informative for clients.

• One-Click Discount Options Easily enable discount options with just one click. This feature simplifies the process of offering discounts to your customers, enhancing their experience.

• Additional Charges Add extra charges for services like shipping or handling. This flexibility ensures all costs are transparent and clearly communicated.

• Select from Multiple Templates Refrens provides various invoice templates to suit different business types. Choose one that fits your style and needs.

Available Invoice Templates

• Professional Invoice Template Ideal for professionals like software developers, lawyers, designers, freelancers, and IT specialists. This template conveys a polished and professional appearance.

• Letterhead Invoice Template Perfect for those looking to refresh their invoice design. You can customize the colors and fonts, adding a unique flair.

• Business Invoice Template Suitable for small to medium enterprises, startups, and entrepreneurs. This template caters to a wide range of business types.

• Print-Friendly Invoice Template A compact, black-and-white design that is easy to print. This template ensures clarity and simplicity for physical copies.

Final Steps

After customizing your invoice, review all the details to ensure accuracy. Save your changes, and you can then send, print, or download your invoice.

Invoicing mistakes to avoid while you create invoices online

Creating an accurate invoice ensures timely payments and maintains professional relationships. Here are common invoicing mistakes you should avoid:

1. Incorrect Invoice Date - Ensure that the invoice date reflects the actual date of creation. An incorrect date can lead to confusion about payment timelines.

2. Incomplete Details - Provide complete information for both the vendor and the client. Include essential details such as:

• Vendor or service provider name
• Address
• Contact information
• Client details Product or service descriptions

3. Spelling Mistakes - Carefully proofread your invoice. Spelling errors can undermine professionalism. Use clear and straightforward language. Avoid technical jargon or abbreviations that might confuse the recipient.

4. Incorrect Total - Double-check the total amount due. Ensure the price and quantity match what was agreed upon. Errors in pricing or quantity can lead to invoice rejection. Additionally, verify that the correct tax rate is applied.

What is an invoice number?

An invoice number is one of the most important elements of the invoice. Invoice number helps to track and organize each invoice you create. When creating an invoice, the invoice number should be unique for every invoice and also it should be sequentially followed. Invoice numbers can contain both numbers and alphabets.

For example: When the first invoice is created, you can assign invoice number either 001 or INV/001. The same should be followed when creating the second invoice, it can be either 001 or INV/002.

How to assign invoice numbers when using an online invoice maker?

There are numerous methods to add the invoice number when using the invoice maker. Of which the best methods are as followers.

• Sequential Method

  This is the most common and easy method to assign the invoice number and is also used by most businesses. Here your invoice number is in increasing order and starts from 1.

  For example: Invoice No 001, Invoice No 002, Invoice No 003 and so on or 2021/INV/001, 2021/INV/002, 2021/INV/003 and so on.

• Date Wise Method

  Here, you use the date and unique number as the invoice number. For example: If you are issuing the invoice on April 23, 2021, then you can have invoice number 2021-04-23-001. Here it becomes easy to track the invoice, date wise.

• Project Id Method

  Many businesses work on different projects or gigs at the same time. Here you can assign the project number as the invoice number. For example, if you have completed project number 185, then you can assign invoice number 185. If you are undertaking a big project and have multiple sub-projects in it, then you can assign invoice numbers 185-001 and so on.

• Client Id Method

  This is one of the rare methods, as very rare businesses assign client IDs to their clients. Suppose you have undertaken the project of a client whose client id is 387, then you can issue the invoice with invoice number 387-001.

Use invoice generator to make sequential invoice number

You can use Refrens free invoice generator, to create invoices online for free with the invoice numbers. As you assign the first invoice number the system will automatically take the next invoice number in increasing order. using our online invoice generator, you can use all the above methods to assign the invoice number and can track, organize and send the invoice to the client.

Our online invoice maker not only allows the user to create the invoice instantly but also helps to send the invoice to the client directly from the system. You need not open your mail account and waste your time. If not from the mail, you can also download the invoice as PDF or print it. Sending the invoice faster and at the right time can help you to get paid faster than usual. If you are not comfortable with sending mail then you can use our WhatsApp share feature which shares your invoice instantly to the client through WhatsApp.

Not just sending an invoice, it is also important to track them and check whether the invoices are opened by your client or not. If not, you can remind them to pay for the invoice by sending the remainder mail.

The faster the invoice reaches your customer, the chances of getting paid your invoices increase by 40%. When creating an invoice add the bank account details and email to your customer or share the link directly(by copying link).

Your customer would be able to pay online through a secure link. Invoice maker also gives the facility to accept partial payments, advance payments, customize and manage invoices. Easily identify the status of your invoices like paid, unpaid, overdue.

How to send a payment reminder with online invoice maker?

When creating an invoice through our invoice maker, the due date is added to the invoice by the user. In case if the due date is not added by the user, then it automatically takes 30 days due date from the created date of the invoice. Once the invoice is mailed to an ideal client, they will pay it before the due date. But there are few clients which need to follow up on the payment.

At that time reminder mail, the best way to remind the client about the payment. Using Refrens free invoice generator, you will get an automated mail from Refrens about the invoice due for a particular client. You can directly send a reminder to the client for the payment. Or you can send the mail manually as well.

How to send a payment receipt with free invoice maker??

Generally, the payment receipt is sent after the payment is done by the client. Once the client pays your invoice, it turns into a paid invoice. You get a one-click option to send the payment receipt to your client via free invoice maker. A payment receipt is sent to acknowledge the payment made by the client. A payment receipt is similar to the invoice, the only difference is that the payment receipt is sent after the payment is made and the invoice has the tag “PAID” at the top and payment mode at the bottom.

A payment receipt includes the following:

• Invoice Number
• Issue Date
• Due Date
• Vendors Name and Information
• Clients Name and Information
• Product/Service Name and Description
• Payment Method (Cash, Cheque, Online Mode)

You can easily send a payment receipt for the paid invoice using our free invoice generator.