How to create a PDF invoice or quotation with itemized totals
A clear invoice gives the customer enough information to understand the work, the amount and the payment instructions. Before generating a PDF, decide whether you are requesting payment or sending a quotation that still needs approval.
Open Invoice and quotation generator ↗Step-by-step instructions
- Choose Invoice or Quotation and enter its number and date.
- Add sender and customer details, then enter each item as description | quantity | price.
- Set a currency code and tax percentage, create the PDF and check the totals.
A practical example
Suppose you are billing for two design sessions at 1,000 each and hosting at 500. Enter “Design session | 2 | 1000” and “Hosting | 1 | 500” on separate lines. The subtotal is 2,500. If you enter an illustrative tax rate of 18%, tax is 450 and the total is 2,950. The appropriate tax rate depends on your own requirements; the tool does not choose it for you.
Limits and common mistakes
Use an invoice number you can track and check the date, customer name and currency code. Payment notes can describe a due date or reference, but this tool does not collect payments or verify bank details. Keep your own records outside the generator.
Check your downloaded result
Read the downloaded PDF from top to bottom. Check each quantity and unit price, the subtotal, the tax amount and the final total. A quotation can use the same item layout, but should not be treated as proof that a customer has accepted it.
Where processing happens
This tool sends your submitted content over HTTPS to the PDFDesk server. Results are returned directly; temporary processing files are removed when the request finishes. There are no public document download links.
Frequently asked questions
Can I create a quotation instead of an invoice?
Yes. Choose Quotation in the document-type field. The generated PDF uses that heading while keeping the same itemized layout.
How is tax calculated?
PDFDesk applies one tax percentage to the item subtotal, rounds the tax amount to two decimal places and adds it to the total. It does not determine local tax rules or create a jurisdiction-specific tax invoice.
Can I add several products or services?
Yes. Enter up to 50 lines using description | quantity | unit price. Use a three-letter currency code such as INR, USD or GBP.