How to Use the Invoice Generator

Overview

What Does the Invoice Generator Do?

The WorkersPool Invoice Generator creates a professional, print-ready invoice in under a minute. You fill in your business details, your client's details, add line items with quantities and rates, set your tax rate, discount and payment terms — and a live preview updates in real time as you type. When ready, click Print / Save as PDF to download a clean, professional PDF.

The tool supports six currencies (CAD, USD, GBP, AUD, EUR, NZD), optional GST/HST number display, custom tax names, percentage discounts, PO/reference numbers, payment instructions and notes or terms. Everything runs entirely in your browser — nothing is stored on any server.

Because data is not saved between sessions, you must save your PDF immediately after completing the invoice. The Print / Save as PDF button opens your browser's print dialog — choose "Save as PDF" as the destination to download a digital copy.

Instructions

Step-by-Step Instructions

Fill in your business detailsEnter your business or freelancer name, address, email, phone, GST/HST number (if registered — only include if you are registered and required to charge it) and website. These appear in the invoice header and are saved to the live preview immediately.
Fill in your client's detailsEnter the client name or company, their address, email and the contact person name if the invoice is for a company. The "Attention" field is useful for large organisations where the invoice goes to accounts payable but is addressed to your specific contact.
Set your invoice detailsEnter a unique invoice number (use a sequential format — INV-001, INV-002), the invoice date, your payment due terms and the currency. For custom due dates, select "Custom date" and enter the exact date.
Add your line itemsClick Add Item to add each service, product or deliverable. For each item, enter: description, quantity, and unit rate. The total for each line calculates automatically. Add as many line items as needed — there is no limit.
Set tax, discount and payment detailsEnter your tax name (e.g. GST, HST, VAT), tax rate percentage, and any discount percentage. Add your payment instructions (e-transfer address, bank details, PayPal, etc.) and any terms or notes in the final field.
Review the live previewThe right panel shows your invoice exactly as it will appear when printed. Verify all figures, names and details before saving.
Click Print / Save as PDFIn the print dialog that opens, change the Destination to "Save as PDF" (Chrome/Edge) or "PDF" (Safari). Click Save. Name the file with your invoice number for easy filing.

What a Valid Invoice Must Include

Required Invoice Information — Canada

Invoice Amount	Required Elements
Under $30	Supplier name, date, total charged, tax amount
$30 – $149.99	Above + supplier address, purchaser name/address, description of goods/services, terms
$150+	All of the above + your GST/HST registration number (if registered), tax rate per category

If you are not GST/HST registered, do not include a GST/HST number or charge tax. If you are registered, you must include your registration number on all invoices and remit the collected tax to the CRA.

Worked Example

Example: Aisha Invoices a Web Design Client

Invoice Inputs

Business NameAisha Noor Design

ClientMeridian Bakery Ltd.

Invoice NumberINV-024

CurrencyCAD

Line Item 1Website redesign — 5 pages × $400 = $2,000

Line Item 2Logo refresh — 1 × $650 = $650

Line Item 3Hosting setup — 1 × $150 = $150

TaxHST 13%

Payment TermsNet 14 days

Payment InstructionsE-transfer to aisha@noordesign.ca

Calculated Totals

Subtotal$2,800.00

HST (13%)$364.00

Total Due$3,164.00

Due Date14 days from invoice date

Aisha saves the PDF immediately, names it INV-024-MeridianBakery.pdf, emails it to the client the same day the project is delivered, and follows up on day 1 of being overdue. Payment arrives within 10 days.

Strengths & Limitations

What This Tool Does Well — and Where It Has Limits

Strengths

Professional output in under a minute
Live preview — no surprises when you print
Six currencies supported
Tax, discount and payment terms all in one
100% private — nothing stored on servers
PDF output is clean and print-ready

Limitations

Data is not saved between sessions — save PDF immediately
No recurring invoice functionality
No built-in payment tracking or client database
No email sending — you must send the PDF yourself
For high-volume invoicing, dedicated accounting software is more appropriate

Disclaimer

Important Disclaimer

The Invoice Generator is for informational and assistance purposes only. Invoice requirements vary by country, province, tax registration status and industry. Always verify your specific invoicing obligations with the CRA, HMRC, ATO or your relevant tax authority. This tool does not constitute accounting or legal advice. WorkersPool accepts no liability for tax or financial outcomes based on invoices generated by this tool.

FAQ

Frequently Asked Questions

What payment terms should I use?

Net 30 is the most common for B2B invoicing. For smaller projects or new clients, Net 14 or "Due on receipt" reduces your risk and cash flow gap. For large projects, consider milestone invoicing — 50% upfront, 50% on completion — rather than a single final invoice. Always agree on payment terms in your contract before starting work.

Should I include my GST/HST number on every invoice?

Only if you are registered for GST/HST. If you are registered, you must include your registration number and separately state the tax amount on all invoices. If you are not registered (under the $30,000 small supplier threshold), do not include a GST/HST number and do not charge or collect GST/HST — doing so when not registered is illegal. Use the GST/HST Registration Checker to confirm your status.

How do I number my invoices?

Use a simple sequential format: INV-001, INV-002, etc. You can also include the year (INV-2026-001) or the client code (INV-ACME-001). The system you use matters less than using it consistently. Invoice numbers must be unique — never reuse a number even if the invoice was cancelled. Sequential numbering makes it easy to track outstanding invoices and reference specific ones in client conversations.

Can I charge late payment fees?

Yes — if your client agreement includes a late payment clause. Common practice is 1.5–2% per month (18–24% annualised). The late fee must be specified in your contract or stated on your invoice before the due date — you cannot retroactively add fees that were not agreed to. Some freelancers find that offering an early payment discount (1–2% off if paid within 7 days) is more effective than threatening late fees.

What if a client disputes my invoice?

First, try to understand the specific objection — is it a figure, a line item, a scope dispute? Respond professionally in writing and reference your contract or scope of work. Keep all invoice copies and communications. If the dispute cannot be resolved, small claims court handles most freelance invoice disputes for amounts under $35,000 in most Canadian provinces. A lawyer is rarely necessary for small amounts but a demand letter from a paralegal sometimes resolves disputes quickly.

Official Sources

Invoice Requirements

Verify your invoicing obligations with official sources:

Invoice Generator — Help Guide