As a small business owner, it is important to know how to create invoices because customers would like to get a breakdown of the goods or services you render to them and how the cost came about. Also issuing out invoices to customers makes your brand reputable and as simple as this might sound, it can foster you getting referrals from your present customers.


Thanks to technology and modern accounting software such as FreshBooks, it is now possible for a business owner to create invoices online and get paid almost immediately. In this step-by-step guide, you are going to learn how to create an invoice using FreshBooks.



Step 1: Creating an account on FreshBooks


  • Locate the free trial button at the top right corner of the site (no credit card required).

  • You'll be prompted to enter your email and create a password then click on get started as shown below:

FreshBooks SignUp

  • After creating this, on the next screen, you'll be asked to go verify your account by clicking the confirmation link sent to your email.


  • After verifying your account you would be directed to the first set up quiz as shown below:





  • Then on the next page, you'll be prompted to input your profile details such as your first name last name phone number company name, etc as shown below:






  • Heading forward, you would be asked the number of teams you work with just select anyone that applies to you and shown in the image below:





Step 2: Creating the invoice:


There are three general means to go about creating an invoice on FreshBooks:


FreshBooks Dashboard


  1. Clicking the Create New drop-down menu at the top-right corner of your dashboard, then select invoice.

  2. Selecting the invoices tab at the left-hand corner of a dashboard and click on the New Invoice button.

  3. Selecting the client tab at the left-hand corner of your dashboard, click on a Client, then click on the Invoices sub-tab and select the + button


Either of the three highlighted means that you choose to use, You be prompted to a new invoice creation interface as shown below:


Creating A New Invoice On FreshBooks


Step 3 Customising the invoice


On FreshBooks, you have options of creating invoices to suit your taste and brand. At the left-hand side of the default invoice presented to you, you will see the customize invoice style button which allows you to change the invoice style by adding branded colours, changing the fonts, etc.


Heading on, the invoice details can be included by making some sectional
edits on the template as discussed below:


  • Company: This is where your company name would be placed as you are the one sending the invoice to the client.

  • Billed To: Your clients' name or brand name, address, zip code, state/province and Country location will be filled in this section. You can either fill them directly on the template or have your client details served under the client section of your dashboard so you don't have to fill the details in again when you are about to send them an invoice.
  • Date of issue: This is simply the day you intend to issue the invoice to your client.

You can select the day the invoice was created or any other date that you wish.


  • Due Date: this is the latest date that you want your client to pay you. 

  • Invoice number: By default, your first invoice is numbered like this: 0000001. You have the option to input any invoice number you may wish according to your choice.

  • Reference field: You have an option to input up to 25 characters here which can be some additional information such as goods purchase number, work order numbers, etc.

  • Description: This is where you will give a detailed breakdown of the services rendered or the goods Purchased by your client. Other details such as the rate and quantity (goods) can also be included here.

  • Subtotal and Total Area: Under the subtotal section, you have these options that sum up to give the total cost:

  • Add a discount: This allows you to offer a percentage or amount reduction in price to your client.

  • Apply Credit: With this, you can apply your clients’ credit balances before sending them the invoice.

  • Request a deposit: In case you need your client to pay you some amount of money before the completion of an order or job, you can make a flat amount or percentage of the total invoice request with this feature

  • Add a Payment schedule: You can also allow clients to pay you in installments on different dates according to your specification.

Step 4: Invoice Settings


The following settings can be made on invoices to be created:


  • Accept Online Payments: FreshBooks allows you to give clients the option of paying you online via their credit/debit card, bank transfers, etc. through payment integration such as WePay, Stripe, or PayPal.

  • Customize Your Invoice Style: With this feature, you change the logo, font, colour, and template of the invoice to perfectly suit you.

  • Make Recurring: You can make an invoice template recurring for customers that regularly patronize you to avoid repetitive creations.


Step 5: Saving/Sending the invoice


Having been satisfied with the invoice look, you can proceed to save or send it immediately to customers.

To have the invoice saved, click the Save button and the invoice would be saved as a draft if it’s new while updated information would only be saved when working on an existing invoice.

Invoices can be sent directly to customers via email or generation of sharable links. To do this, click the Send To... button and then select any option of choice. If you have enabled accepting online payments, customers can immediately pay you as soon as they get the invoice via email or the shared link given to them. 


Invoices created on FreshBooks compared to Word processing or spreadsheet applications ease the laborious creation process alongside giving a touch of professionalism to your brand. Also, for other accounting needs for your business operation, FreshBooks is the perfect option to be considered amongst other invoice creation software.