Free Invoice Generator - Online Invoice Maker

Creating an online invoice has never been easier, and in this guide, I'm going to show you how you can do it for free using Refrens. All you need is a mobile, laptop, or desktop with an internet connection, and you're ready to go.

Let's get started with the step-by-step process of how to create an invoice:

Creating a professional invoice using an invoice maker like Refrens is a straightforward process. Here's a step-by-step guide to help you create a detailed and customized invoice using essential elements in a free invoice generator:

1. Invoice Header

   Add the invoice number, issue date, and due date. Include your company or business logo for a professional touch. Use custom fields to add extra details like PO numbers or batch numbers.

2. Billed By

   Provide the seller/vendor's information, including business name, address, email, phone number, and tax number if applicable.

3. Billed To

   Include the buyer's information, including their name, address, email, and phone number.

4. Tax

   Add your tax rate. The invoice generator will automatically calculate the tax amount and the final invoice total.

5. Product/Service Details

   Add the product or service names and descriptions, along with quantities and rates. This section provides a breakdown of the items sold.

6. Discounts & Charges

   Apply discounts on items sold. The online invoice generator will calculate the discounts automatically. Additionally, add extra charges like packaging or shipping fees if necessary.

7. Terms & Conditions

   Specify your company's terms and conditions related to the invoice. Clear terms can help in faster payment and maintain a transparent record.

8. Additional Notes

   Include any extra information or instructions related to the product or service provided. This section allows you to add specific details tailored to the transaction.

9. Customize Invoice

   After creating the invoice, customize it further based on your preferences. You can change the invoice template, adjust the colors, use different fonts for headings, and add a custom letterhead to match your brand identity.

10. Sending the Invoice

    Once customization is done, you can send the invoice via email directly from the online invoice maker. Alternatively, you can print the invoice, download it in CSV format, or share it through WhatsApp, ensuring convenient communication with your clients.

By following these steps, you can create a detailed, professional, and customized invoice using an invoice maker, ensuring clarity and professionalism in your business transactions.

How to customize your invoice for free with Refrens invoice generator?

Customizing your invoices for free with Refrens Invoice Generator is a simple and user-friendly process. Here's how you can customize your invoices using the Refrens invoice generator.

1. Add Your Business Logo

   Start by uploading your business logo. Adding your logo gives your invoice a professional and personalized look.

2. Customize Colors and Fonts

   Utilize the "Magic Color" feature to easily change the color scheme of your invoice. You can also choose different fonts for the headings, allowing you to match the invoice style with your brand identity.

3. Add Fields and Columns

   Refrens allows you to add multiple custom fields and columns to provide additional information or details. This feature enhances the value of the information provided in your invoices.

4. Enable Discounts and Additional Charges

   Enable one-click discount options to offer discounts on specific items. You can also add additional charges such as packaging or shipping fees effortlessly.

5. Choose from Multiple Invoice Templates

   Refrens offers four different invoice templates tailored to various needs:

• Professional Invoice Template: Suitable for professionals like software developers, lawyers, designers, freelancers, IT professionals, and photographers.
• Letterhead Invoice Template: A unique template allowing customization of colors and font headings, providing a fresh and distinctive look.
• Business Invoice Template: Designed for all types of businesses, including small to medium enterprises, startups, and entrepreneurs.
• Print-Friendly Invoice Template: A black and white compact invoice template that is easy to print and share.

1. Quotation Templates

   Refrens also offers a quotation template for creating professional and detailed quotations for your clients.

2. Offline Templates

   If you prefer creating offline templates, Refrens provides Excel and Word quote templates, Word invoice templates for your convenience.

By following these steps and utilizing the features provided by Refrens Invoice Generator, you can customize your invoices for free, ensuring a polished and professional representation of your business in all your financial transactions.

What are the invoicing mistakes to avoid when you create invoices online?

Creating invoices online is a crucial aspect of any business, and avoiding common invoicing mistakes is essential to maintain professionalism and ensure smooth transactions. Here are some invoicing mistakes to avoid when creating invoices online:

1. Incorrect Invoice Date

   Ensure that the invoice date is accurate and reflects the date when the invoice was created. This helps in tracking payment timelines accurately.

2. Incomplete Details

   Include comprehensive details of both the vendor/service provider and the client. Provide detailed information about the products or services offered, including descriptions, quantities, rates, and total amounts.

3. Spelling Mistakes and Language Clarity

   Avoid spelling mistakes and use clear, simple language when creating invoices. Steer clear of technical jargon or abbreviations that might confuse the client.

4. Incorrect Total Calculation

   Double-check all calculations to avoid discrepancies in the total amount. Ensure that the agreed-upon price and quantity match the details on the invoice. Additionally, accurately calculate and display any applicable taxes or discounts.

5. Missing or Unclear Payment Terms

   Clearly outline the payment terms on the invoice. Specify the due date, accepted payment methods, and any late payment fees or discounts for early payments. Unclear or missing payment terms can lead to confusion and delays in payment.

6. Lack of Invoice Numbering

   Assign a unique and sequential invoice number for each invoice. Properly numbered invoices help in organizing records and tracking payments effectively.

7. Absence of Detailed Descriptions

   Provide detailed descriptions for each product or service listed on the invoice. Clearly outline what was delivered, including specifications if applicable. Vague or ambiguous descriptions can lead to disputes.

8. Not Sending the Invoice Promptly

   Send the invoice promptly after completing the agreed-upon work or delivering the products. Timely invoicing ensures that clients are aware of their obligations and helps maintain a steady cash flow.

9. Ignoring Follow-Ups

   Follow up on overdue invoices promptly. Sending reminders and statements ensures that clients are aware of outstanding payments, increasing the chances of timely settlement.

How to send invoices using Refrens invoice maker?

Using Refrens Invoice Maker to send invoices is a seamless and efficient process. Here's how you can send invoices using Refrens:

1. Create Your Invoice

   Use Refrens Invoice Maker to create a professional invoice. Include all necessary details such as invoice number, items/services sold, quantities, rates, total amount, and payment terms.

2. Send Invoice Directly from the System

   Refrens Invoice Maker allows you to send the invoice directly to your client from the system. You don't need to switch to your email account. This saves you time and effort.

3. Download as PDF or Print

   If you prefer, you can download the invoice as a PDF file or print it for your records.

4. Use WhatsApp Share Feature

   Refrens provides a WhatsApp share feature. If you're more comfortable with WhatsApp, you can instantly share the invoice with your client through WhatsApp. This is a convenient and quick way to reach your client.

5. Track and Remind

   It's essential to track your invoices. Refrens Invoice Maker allows you to check whether the invoices have been opened by your client. If not, you can send reminder emails to prompt payment.

6. Include Bank Account Details and Email

   When creating an invoice, add your bank account details and email to your customer. Alternatively, you can share the invoice link directly by copying the link. Your customer can then make secure online payments through the provided link.

7. Accept Partial Payments and Customize Invoices

   Refrens Invoice Maker offers the flexibility to accept partial payments and advance payments. You can customize and manage your invoices according to your specific needs.

8. Monitor Invoice Status

   Easily identify the status of your invoices, whether they are paid, unpaid, or overdue. This helps you keep track of your finances and outstanding payments.

By utilizing Refrens Invoice Maker, you can streamline the invoicing process, send invoices promptly, and increase your chances of getting paid faster. The platform's features allow for efficient communication and tracking, ensuring a smooth invoicing experience for both you and your clients.

How to send a payment reminder with an online invoice maker?

Sending a payment reminder using Refrens Invoice Maker is a straightforward process. Here's how you can do it:

1. Set the Due Date

   When creating an invoice using Refrens Invoice Maker, ensure that you set a due date for the invoice. If you don't specify a due date, the system automatically sets it to 30 days from the invoice creation date.

2. Automated Reminder Emails

   Refrens Invoice Maker automatically sends reminder emails to your clients as the due date approaches. These automated reminders serve as gentle nudges to remind clients about pending payment.

3. Manual Reminder Emails

   If needed, you can also send manual payment reminder emails to your clients. In the Refrens Invoice Maker platform, look for an option that allows you to manually send reminders. This option typically enables you to customize the reminder message according to your preferences.

4. Personalized Communication

   Craft a polite and professional reminder email, including details such as the invoice number, due date, and a brief message requesting payment. Personalized communication can be more effective in prompting timely payments.

5. Follow-Up Timing

   Choose an appropriate time to send the reminder. It's often beneficial to send a friendly reminder a few days before the due date as well as a follow-up reminder a few days after the due date has passed. This approach ensures that you're proactive in your communication.

6. Encourage Online Payments

   In your reminder email, provide a secure link or instructions for online payment. Making the payment process as easy as possible increases the likelihood of prompt payment.

7. Professional Tone

   Maintain a professional and respectful tone in your reminder emails. Avoid sounding overly demanding or aggressive, as this can strain client relationships.

How to send a payment receipt with online invoice maker?

Sending a payment receipt using a free invoice maker is a simple process. Here's how you can do it:

1. Mark the Invoice as Paid

   Firstly, make sure to mark the invoice as paid in your free invoice maker platform. This action indicates that the client has made the payment.

2. Automatic Generation

   Many free invoice maker tools automatically generate a payment receipt once the invoice is marked as paid. The payment receipt includes details like invoice number, issue date, due date, vendor’s name and information, client’s name and information, product/service name and description, and the payment method used (cash, cheque, online mode).

3. Review and Customize

   Review the generated payment receipt to ensure that all the details are accurate. Most platforms allow you to customize the receipt template according to your preferences.

4. Send the Receipt

   Once you have reviewed and ensured the accuracy of the payment receipt, use the free invoice maker platform to send the receipt to your client. This can usually be done with a single click or by selecting the option to send the payment receipt.

5. Email Confirmation

   The receipt is typically sent via email to the client. The email should include a polite and appreciative message, acknowledging the payment and expressing gratitude for their business.

6. File a Copy

   Keep a copy of the payment receipt for your records. Most free invoice maker platforms allow you to download the receipt as a PDF, which you can then save on your computer or cloud storage.

By using a free invoice maker, you can efficiently generate and send payment receipts to clients, acknowledging their payments in a professional and organized manner.

Guide to creating an invoice for a freelancer with free invoice maker

It is always harder for freelancers to get paid once the service is rendered. First, freelancers offer a service, and then an invoice is issued. Whereas, in other industries, the vendor charges the advance cost. And if you fail to collect payments then it becomes unbearable to run and manage a business. In this process, invoicing setup is one of the important parts to collect payment faster. Here is a quick and simple guide to creating invoices for freelancers or service providers.

A quick overview of what your invoice should look like:

• Unique invoice number and other reference numbers
• Invoice created date
• Invoice due date
• Your business name and contact information
• Your client's name and contact information
• Service name and description
• Quantity, Rate, and the taxable amount
• Payment terms
• Additional Notes
• Signature
• Online payment link

1. Setup Invoicing Terms

Every project you take has different terms and conditions or requirements. So, it is essential to build and send a personalized invoice agreement to your clients. For instance, some of the service policies will change like due date, price, and discount.

It is always important to issue an invoice as per the client invoicing process, this helps you to get paid faster. In short, there should be terms and policies agreed upon and signed by both parties. Here, the best document to create is a quotation using quotation software, which gives an idea to the client of how much is to be paid once the work is completed.

2. Make Your Invoice Short, Clear, and Error-Free

When creating an invoice, be specific to the service you are offering to your client. More importantly, your invoice must be error-free. Error in the invoice can easily lead to its rejection. In addition, using technical jargon in the invoice is not recommended especially when the invoice will go into multiple hands before getting accepted. Each invoice should be understandable and should have a short and simple description.

3. Payment Policy Terms

It is a good practice to send invoices at a scheduled time. Having a payment policy term is good for getting paid faster. If it is a recurring client, then select a specific day and time to send invoices. If you have a one-time project or recurring project then outlining the payment process at the beginning of the project makes it much easier to collect a payment, and then follow up throughout the project. This gives your client an idea about when to expect the invoice and payment of the project.

4. Offer Multiple Payment Options

You need to be feasible in accepting different payment options. Just because you don’t provide enough payment options to your client, is a good reason to hold on to your invoice and delay your payment. But it doesn’t mean using multiple payment gateways for a single payment. Simply opt for an invoice generator online like Refrens which provides the feature of a payment gateway within the invoice creation process. For instance, Refrens provides an online payment option for debit and credit cards.

There are a total of 6 types of invoices created in a business according to the needs and requirements. All the invoices mentioned below carry different purposes in invoicing. Creating the right type of invoice for the right client at the right time is extremely important to get sales done and get paid faster.

• Standard Invoice

  A standard invoice is a normal invoice created by the vendor for the client which includes all the basic details like invoice date, invoice number, payment due date, vendor address, client address, product or service name with quantity, rate, subtotal, and total amount.

• Proforma Invoice

  A Proforma invoice is a non-legal invoice created for the supplier to make the agreement between both parties for the payment terms and commit to delivering the products or services at a specified date and time. You can create the proforma invoice template here.

• Service Invoice

  A service invoice is usually created by service-based businesses that do not deal with the products. Service businesses like digital marketers, lawyers, Shopify developers, consultants, etc. charge their clients hourly rather than quantity-wise for the services.

  Using our free invoice generator, you can easily use the “Add/Rename Column” feature to hide, add or edit the column name and can charge hourly.

• Commercial Invoice

  Commercial invoices are used by the export/import business owners which include slightly more information than a standard invoice. It has all the information similar to standard invoices and extra information like shipping details, country of supply, place of supply, total packages to be delivered, and weight of the packages.

• Recurring Invoice

  Recurring invoices are created by businesses who charge fixed prices from their client and are charged either on a weekly or monthly basis like apartment rent, bills, subscriptions, or any fixed price software. A recurring invoice is created and sent to the client every month until the client cancels or ends the contract or subscription.

• Credit Note

  A credit note is issued by the supplier when the client returns the product for reasons like damage or mistake.

Here on Refrens, you can create all the above invoices easily without any hassle using our online invoice maker.

Refrens Invoice generator is specially developed for non-accountants so that it becomes easy and simple for non-accountants to create invoices instantly without having to follow too many steps.

Simple User Interface - Refrens online invoice generator is designed to be easy to use and user-friendly, with intuitive interfaces and clear instructions. This makes it simple for non-accountants to create and send invoices without prior accounting experience or training.

Templates and Customization Options - Refrens invoice generator offers templates and customization options that allow users to personalize their invoices to match their brand and preferences. This makes it easy for non-accountants to create professional-looking invoices that meet their needs.

Automated Processes - Online invoice generators automate many of the time-consuming and manual processes associated with traditional invoicing, such as recurring invoices, email scheduling, payment reminders, one-click conversion from invoice to another document like a debit note or credit note without creating them from scratch. Moreover, there is no need to add the client details whenever creating the invoice, the system stores the details of your client and you can use it anytime when creating the invoice. When using Refrens invoice maker, you can effortlessly manage all the invoices in one place and create in-depth reports based on the invoice and the payment you received from the client.

Additionally, it helps to generate journal entries, vouchers, balance sheets and many more. This makes it easy for non-accountants to manage their invoicing process without prior experience or training.

Mobile Accessibility - Refrens invoice generator is accessible from any device be it a laptop, desktop, mobile or tablet, all you need is an internet connection, making it easy for non-accountants to create and send invoices from anywhere and anytime.

Customer Support - Refens invoice maker offers customer support, either through live chat, email, or phone. This makes it easy for non-accountants to get help when they need it, reducing the frustration and confusion often associated with traditional invoicing methods.