How to Create PDF Invoice Templates.

The ability to create and send professional-looking invoices that can be easily read and understood by your customers or clients is essential to any business. The days of posting paper copies of invoices are mostly gone. These days, you need an electronic system that you can rely on to capture all the details you need to include on your invoices, send safely and securely to the people who owe you money for your goods or services, and trust that it can be opened and viewed on any device. Portable document format (PDF) files tick all those boxes.

Read on to learn how to create PDF invoice templates to charge for your goods or services.

What you’ll learn

• Invoicing systems and PDF files
• Details to include on invoice templates
• How to create a PDF invoice template
• PDF invoice template tips

Invoicing systems and PDF files.

You do have a few options when it comes to deciding on an invoicing system to use in conjunction with PDFs in your business. Whichever you choose, you want to make it easy for your clients and customers to see what they owe you, and when they need to pay it, so you can get paid on time. All your clients need is the free Adobe Acrobat Reader on their desktop or mobile, and they can view your invoice.

• Accounting software packages.
  Many people in larger businesses use accounting software packages to generate invoices. These may work in combination with stock and inventory control and tracking the supply of specific services over time.
  
  Usually with an accounting software package, you will have the ability to print or save your invoices directly to PDF files from within the application. If you need to include letters or other information with your invoices, you can use handy tools such as the ability to add pages to a PDF online.

• Spreadsheets and Word Processing applications.
  If you’re just starting in business or self-employment, or a small one-person operation such as a freelancer or contractor, you might generate invoices as and when you need to with the tools you have on hand, such as Excel and/or Word.
  
  If you create Word invoices or Excel invoices, your best option is to save, print or convert to PDF files before you send them to your clients for payment. You can also use your Word or Excel files as a starting point for creating a fillable PDF invoice template.

• PDF invoice templates.
  Businesses of all sizes and types across different sectors utilize PDF invoice templates to create and send invoices to clients. They’re customizable, professional-looking, easily printed, and a secure way to distribute invoices electronically.
  
  You can send PDF invoices by email, and from within a downloaded Adobe Acrobat application, or with the capabilities in web-based Adobe Acrobat Online.

Details to include on invoice templates.

When you’re creating an invoice template, it’s essential that you include all the correct details and information. This ensures that your clients and customers are clear about what they are being invoiced for, when the payment is due, and how they can pay you. It is also important to include the correct information to cover your obligations as a business, contractor, or sole trader.

Some of the basic information to ensure you include on an invoice template includes —

• The words “Invoice” or “Tax Invoice”
• A unique invoice number for each invoice
• Your company name, address, and contact information
• Your client or customer’s name, address, and contact information
• The date you issued the invoice
• The date payment is due
• A description of the goods or services supplied
• The cost of each line item
• The total amount owed taking into consideration GST, if applicable.
• Your payment terms and methods of payment that you accept — for example, debit or credit card, bank transfer, or third-party payment apps.

There are legal requirements to follow in what you must include on an invoice in any country to meet your business and tax obligations. This will vary depending on your location, the size of your business, the total amount being invoiced, and your tax obligations. For example, in Australia, you need to include your ABN registration. If you are registered for goods and services tax (GST) in New Zealand, you will need to include your GST registration number.

For further information on specific details that you must include on your invoices in Australia, check the Australian Tax Office and the Australian Government Business websites for current invoicing requirements. Similarly, in New Zealand, the Inland Revenue and the Government Business website run by the Ministry of Business, Innovation and Employment provide a wealth of information not just on taxes, but also guidance and assistance on the administrative aspects of running a business.

How to create a PDF invoice template.

There are a few ways to create a PDF invoice template. You can from scratch in Adobe Acrobat. You can convert an invoice you have already created in Word or Excel into a fillable PDF form. Or you can explore the free PDF invoice generator using Adobe Express templates.

Then, open Adobe Acrobat, and follow these steps —

1. Select your file or click “Create” from the top menu bar.
2. From the Tools menu, select “Prepare a form.”
3. Click on “Create form.”
4. Adobe Acrobat will convert your document to a fillable PDF form, like the example below.
   
5. Use the “Prepare a form” options on the left to add new components, such as text to include repeat as part of your invoice template, add your logo, and add any fields for dates, text, and e-signatures.
6. Use the “Fields” options on the right to customize fields and add properties such as number formats and calculations.
7. Save your fillable PDF template.

PDF invoice template tips.

Create polished and professional-looking PDF invoices by following these tips.

• Design.
  Incorporate your logo and align the design with other key elements of your branding, such as colours. Use standard fonts that are easy to read, such as Arial or Helvetica. Keep the overall design and layout simple and uncluttered.

• Language.
  Be clear and concise in the language and terms you use for labelling invoice sections describing your goods or services, and your payment terms.

• Contact details.
  Make sure your contact information is easy to find. Make your email address and website clickable links so your customers can easily contact you if they have any questions or feedback.

• Track your invoices.
  When you’ve filled in an invoice and have it ready to send to your client, use the ability to send and track the PDF invoice from Adobe Acrobat. You can do so online and within one of the desktop applications.

Related content

Check out other articles to help with using PDFs in your business, such as —

• How to Keep Business Tax Records in Australia Using PDFs
• Create and Manage Digital Contracts and Forms with Interactive PDFs
• Streamlining Tax Preparation in Australia: Take an Organized Approach with PDFs