Invoicing Guide
Pro invoices = better cash flow! 💰 Learn Invoice Creation Online with NanoInvoice and craft polished billing docs in minutes. Your clients will thank you! 👇 #SmallBizTips #FreelancerTools
Step 1: Invoice Details
First, enter these essential details:
☑️ Invoice number(automatically generated)
☑️ Issue date (today's date by default)
☑️ Due date (based on payment terms)
☑️ Currency (select from dropdown)
Step 2: From & To Details
Provide details for both transacting parties:
☑️ Your business: [Name, Address, phone/email]
☑️ Client info: [Name, Address, phone/email]
☑️ Add your logo (optional)
☑️ Tax IDs if needed
Step 3: Items Details
List each product or service you're billing for:
☑️ Type each item or service name
☑️ Add quantity, unit price, and discount (if any)
☑️ Add all necessary items
☑️ Totals auto-calculate in real-time
Step 4: Payment Details
Select your preferred payment method:
☑️ Select Bank Transfer, PayPal, UPI, etc.
☑️ Submit payment particulars for chosen method
☑️ Add special payment instructions if necessary
☑️ Add payment terms and late payment policies
Step 5: Notes & Terms
Add any additional information that needed:
☑️ express gratitude to clients for their business
☑️ Add details in notes about service provided
☑️ Define your terms and conditions
☑️ Include any disclaimers or legal disclosures
Step 6: Create & Send
Review & Send Invoice to your client:
☑️ Double-check every field for precision
☑️ Click 'create Invoice' to Generate a PDF
☑️ Save the PDF to your computer/phone
☑️ Email the invoice to your client
Discount Toggle Feature (Percentage / Fixed Amount)
Easily switch between "percentage-based" and "fixed-value" discounts for flexible pricing by clicking the toggle button shown next to the discount fields.
🧮 Discount Toggle Feature (Percentage / Fixed Amount)
The invoice interface allows you to apply discounts either as a percentage (%) or as a fixed currency amount. You can switch between these two modes using the toggle button shown next to the discount fields.
📍 Where to Find It
You’ll see this toggle button:
Next to the Discount column in each invoice item row.
Next to the overall Discount field in the summary panel on the right side.
🔁 How the Toggle Works
| Current Mode | Action | Result |
|---|---|---|
| % (Percentage Mode) | Click the % toggle | Switches to Fixed Amount (e.g., ₹, $, € based on your currency) |
| ₹ / $ / € (Fixed Amount Mode) | Click the currency toggle | Switches back to Percentage Mode (%) |
💡 Example Scenario
✅ Percentage Discount Mode
If the discount toggle is set to %, and you enter 10, the system will deduct 10% of the line item’s amount.
Example:
Rate = $200
Discount =
10(with % selected)Final item amount = $180
💡 Example Scenario
✅ Fixed Discount Mode
If the toggle is set to fixed amount, and you enter 10, the system will deduct $10 (or your local currency) from the line item.
Example:
Rate = $200
Discount =
10(with ₹/$/€ selected)Final item amount = $190
⚠️ Notes
The toggle affects only the input interpretation, not the visual layout.
You can apply both per-item discounts and overall invoice discounts independently.
Make sure to double-check the mode before entering a discount value to avoid miscalculations.
PDF Tax Display Configuration Panel
Use this panel to configure how tax details appear on your generated invoices. Choose from three display modes in the dropdown:
1. Combined
- Displays the total tax percentage as a single value.
- Example:
Tax: 18%
2. SGST/CGST
-
- Displays split tax components:
-
-
-
- SGST (State Goods and Services Tax)
- CGST (Central Goods and Services Tax)
-
-
- Example:
-
-
- SGST: 9%
- CGST: 9%
-
3. Both
- Displays the combined tax total, followed by indented SGST and CGST breakdown.
- Example:
- Tax: 18%
- → SGST: 9%
- → CGST: 9%
✅ Note: Choose the mode that best fits your customer’s preferences or your compliance requirements.
✅ official IRS guidelines for small business invoicing.
✅ PayPal’s invoice processing fees.
🧾 Notes & Terms Section in Invoice Creation
📌 Overview
When creating an invoice, you have the option to add custom Notes and Terms & Conditions. These fields are located at the bottom of the invoice creation form and support up to 850 characters each.
📝 Notes Field
Use this field to add personalized messages, delivery expectations, or special instructions for your client.
Character Limit: 850
Purpose: To communicate friendly reminders, delivery timelines, or client appreciation messages.
🔄 Default Behavior:
If you leave the Notes field blank, the system will automatically insert the default message below on the final invoice:
Notes
“Thank you for your business! If you have any questions about this invoice, feel free to reach out. Work is delivered as outlined, and any additional services or revisions may be billed separately. Turnaround times are estimates and subject to change based on project scope and client feedback. If you are satisfied with the work, referrals and testimonials are always appreciated. I look forward to working with you again. Please keep a copy of this invoice for your records.Your support helps small businesses like mine thrive—thank you!”.
📃 Terms & Conditions Field
This field outlines your payment terms, ownership rights, and other legal or business conditions related to the invoice.
Character Limit: 850
Purpose: To protect your work, define payment expectations, and establish scope change policies.
🔄 Default Behavior:
If you leave the Terms & Conditions field blank, the system will automatically insert the following default legal text:
Terms & Conditions
“Payment is due within the specified terms from the invoice date. Late payments may incur a fee of up to 5% per month. Work remains the property of mine until full payment is received. Reproduction, distribution, or use of deliverables without payment or written permission is prohibited. Any changes to the scope of work must be agreed upon in writing. Cancellations may be subject to partial billing for work completed. By paying this invoice, you agree to these terms”.
✅ Tip for Users
Want full control over what’s shown? Simply type your custom message in the Notes or Terms fields before clicking “Create Invoice”.
If you’re happy with the default messages, you can leave them blank, and the system will handle it automatically.
Proven Strategies for Effective Invoicing
Boost your payment success with these professional practices
Issue invoices immediately upon completion of delivering goods or services
All invoice text should reflect professional business standards
Make sure Payment terms must be prominently displayed
Avoid late payments with sending payment reminders as the due date approaches
Use a standardized numbering format for all invoices
Maintain digital copies of all invoices for record-keeping purposes
Incorporate your corporate identity into all invoices with your brand colors and logo
Show appreciation with a personal thank you message
Remember: "Professional invoices don't just request payment - they reinforce your professionalism and speed up transactions."
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NanoInvoice offers a 100% free invoicing solution designed for freelancers, solopreneurs, and small business owners. Generate polished, professional invoices in seconds—no paywalls, no subscriptions, and no restrictions on usage.
Design professional, brand-aligned invoices effortlessly with our customizable templates. Simply upload your logo, select your preferred currency, and set your payment terms to create polished invoices that accelerate payments. You can try Freelancers Union guide to setting payment terms.
Effortless Invoicing, Built for You
- One-Click PDF Export – Download polished, ready-to-send invoices instantly.
- Flexible Payment Methods – Accept payments via bank transfer, PayPal, UPI, or custom links.
- Global Currency Ready – Bill in any currency with automatic formatting.
- Smart Calculations – Automatically apply taxes, discounts, and shipping fees.
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