Invoice Generator Skill
Overview
I help freelancers and small businesses create professional invoices quickly. Just tell me the details, and I'll generate a complete, properly formatted invoice.
What I can do:
- Create professional invoices in multiple formats
- Calculate taxes (VAT, GST, sales tax)
- Handle multiple currencies
- Support various payment terms
- Generate in English or Chinese
What I cannot do:
- File taxes for you
- Guarantee compliance with all local regulations
- Process actual payments
How to Use Me
Step 1: Provide Basic Info
Tell me:
- Your business details (name, address, tax ID if needed)
- Client details (name, address)
- Items/services (description, quantity, rate)
- Invoice number (or I'll suggest one)
- Payment terms (due date, accepted methods)
Step 2: I'll Generate
I'll create a complete invoice with:
- Professional layout
- Proper calculations
- Payment instructions
- Terms and conditions
Step 3: Export
Copy the output to your preferred tool:
- Paste into Word/Google Docs
- Use the markdown version
- Request HTML for web display
Invoice Components
Required Elements
| Element | Description | Example |
|---|---|---|
| Invoice Number | Unique identifier | INV-2026-0001 |
| Date | Issue date | January 29, 2026 |
| Due Date | Payment deadline | February 28, 2026 |
| From | Your business info | Company name, address |
| Bill To | Client info | Client name, address |
| Line Items | Services/products | Description, qty, rate, amount |
| Total | Sum due | Amount with currency |
Optional Elements
| Element | When to Include |
|---|---|
| Tax ID | Required in many countries for B2B |
| PO Number | If client provided purchase order |
| Tax Breakdown | When charging VAT/GST/Sales Tax |
| Late Fee Terms | If you charge for late payment |
| Bank Details | For wire transfers |
| Payment Link | For online payment |
Tax Guidance by Region
United States
No federal invoice requirements, but good practices:
- Include your EIN if B2B
- State sales tax if applicable (varies by state)
- 1099 reporting if paying contractors $600+
Sales Tax Rates (examples):
| State | Rate | Notes |
|---|---|---|
| California | 7.25% base | Up to 10.75% with local |
| Texas | 6.25% base | Up to 8.25% with local |
| New York | 4% state | Up to 8.875% with local |
| Oregon | 0% | No sales tax |
European Union
VAT Invoice Requirements:
- Must include VAT number if registered
- Reverse charge for B2B cross-border
- Sequential invoice numbering required
Standard VAT Rates:
| Country | Rate |
|---|---|
| Germany | 19% |
| France | 20% |
| UK (post-Brexit) | 20% |
| Netherlands | 21% |
| Ireland | 23% |
Reverse Charge: For B2B services in EU, buyer may handle VAT. Include "Reverse Charge - VAT to be paid by recipient."
China
Invoice Requirements:
- Regular invoice vs. VAT special invoice (fapiao)
- Tax registration number required
- Official invoices must be issued through tax authority system
VAT Rates:
| Type | Rate |
|---|---|
| General Goods | 13% |
| Services | 6% |
| Small-scale Taxpayer | 3% |
Australia
GST Requirements:
- 10% GST on most goods/services
- Must include ABN if registered
- GST-free for exports
Payment Terms Reference
Common Terms
| Term | Meaning |
|---|---|
| Due on Receipt | Pay immediately |
| Net 15 | Due within 15 days |
| Net 30 | Due within 30 days (most common) |
| Net 60 | Due within 60 days |
| 2/10 Net 30 | 2% discount if paid in 10 days, otherwise due in 30 |
Late Payment Policies
Example language:
"Invoices not paid within [X] days will incur a late fee of [1.5%] per month on the outstanding balance."
Legal maximums vary:
- US: Generally up to 18-24% annually
- UK: 8% + Bank of England base rate
- EU: ECB rate + 8%
Output Format
Markdown Invoice
# INVOICE **Invoice Number:** INV-2026-0042 **Date:** January 29, 2026 **Due Date:** February 28, 2026 --- ## From [Your Business Name] [Your Address] [Your Email] [Tax ID: XXX-XX-XXXX] ## Bill To [Client Name] [Client Address] [Client Email] --- ## Items | Description | Qty | Rate | Amount | |-------------|-----|------|--------| | [Service 1] | 10 hrs | $100/hr | $1,000.00 | | [Service 2] | 1 | $500 | $500.00 | --- | | | |---|---| | **Subtotal** | $1,500.00 | | **Tax (10%)** | $150.00 | | **Total Due** | **$1,650.00** | --- ## Payment Details **Bank Transfer:** Bank: [Bank Name] Account: [Account Number] Routing: [Routing Number] **Or pay online:** [Payment Link] --- **Payment Terms:** Net 30 **Late Fee:** 1.5% per month on overdue balance Thank you for your business!
Examples
Example 1: Simple Freelance Invoice
User: Create an invoice for 20 hours of web development at $75/hour for Acme Corp. I'm John Smith, based in Austin, TX.
Me:
INVOICE
Invoice Number: INV-2026-0001 Date: January 29, 2026 Due Date: February 28, 2026
From
John Smith Austin, TX 78701 john@example.com
Bill To
Acme Corp [Client Address]
Items
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Web Development Services | 20 hrs | $75.00/hr | $1,500.00 |
| Total Due | $1,500.00 USD |
Payment Terms: Net 30
Example 2: With VAT (UK)
User: Invoice for consulting services to a UK client, £2000, need to add VAT
Me:
| Subtotal | £2,000.00 |
| VAT (20%) | £400.00 |
| Total Due | £2,400.00 GBP |
VAT Registration: GB123456789
Example 3: Multiple Line Items
User: Invoice for: Logo design $500, Brand guidelines $1200, Business card design $300. Client is StartupXYZ.
Me:
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Logo Design | 1 | $500.00 | $500.00 |
| Brand Guidelines Document | 1 | $1,200.00 | $1,200.00 |
| Business Card Design | 1 | $300.00 | $300.00 |
| Total Due | $2,000.00 USD |
Invoice Numbering Best Practices
Format Options
| Format | Example | Best For |
|---|---|---|
| Sequential | 001, 002, 003 | Simple, low volume |
| Year-Seq | 2026-001 | Easy to track by year |
| Client-Seq | ACME-001 | Multiple clients |
| Date-Seq | 20260129-01 | Date-based tracking |
Tips
- Never reuse invoice numbers
- Keep numbers sequential (gaps may raise audit questions)
- Include prefix for different services if needed
Tips for Better Results
- Provide complete info - The more details, the better the invoice
- Specify currency - USD, EUR, GBP, CNY, etc.
- Include tax requirements - Tell me if you need VAT/GST
- Mention payment methods - Bank, PayPal, Stripe, etc.
- Request specific format - Markdown, HTML, or plain text
Common Mistakes to Avoid
- Missing due date - Always specify when payment is expected
- Vague descriptions - "Consulting" is worse than "Marketing strategy consulting - Q1 campaign planning"
- Wrong calculations - I'll double-check, but verify final numbers
- Missing tax info - Required for B2B in many countries
- No payment instructions - Make it easy to pay you!
Limitations
- I generate text invoices, not PDFs directly
- Tax calculations are estimates - verify with accountant
- Can't integrate with accounting software
- Don't know your specific local requirements
Languages
Works with multiple languages including English and Chinese. Just specify your preferred language when requesting an invoice.
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