Add the document, your details, your customer's and the lines to charge: the generator works out the totals by VAT rate, discounts, deposits and the due date, checks the invoice against what the law and HMRC require, and builds a page to print to PDF. The document you're working on, your details included, stays on your device and comes back on your next visit: for a new document, change the number and dates. This page applies UK rules; the French page applies French rules.
Pick the document and your VAT status
Invoice or quote, its number and date. Each invoice needs a unique number, in a sequence on a VAT invoice (INV-2026-0042, for instance); the tool doesn't keep count for you. Add your customer's purchase order number if they gave you one. For an invoice, add the supply date and when it's due (on receipt, a number of days, end of month or a set date); for a quote, how long it's valid. Then your VAT status: you charge VAT, you aren't VAT-registered, or the domestic reverse charge applies. For a supply of £250 or less including VAT, with your customer's agreement, you can tick Simplified VAT invoice.
Add your details and your customer's
Your name (your own name as a sole trader, the full registered name for a company), your trading name if you use one, legal form, address, email and phone (an invoice needs one or the other), VAT number and bank details. Then the customer's type, name, billing address, delivery address if it's different, country if it isn't the UK, VAT number and email.
Add the lines
Description, quantity, unit, unit price before VAT and VAT rate (20% suggested; 5% or 0% for what's charged at those rates), and a discount if there is one: choose its type, a percentage or an amount, then its value (a value with no type isn't applied, and the tool tells you). Each line's net total, after its discount, shows beside it.
Discounts, deposits and late payment
In this folded section: an overall discount, as a percentage or an amount before VAT, shared between the VAT rates; for an invoice, deposits already paid, taken off the amount due, and any discount for paying early, with its number of days; for a quote, the deposit you ask for, as a percentage or an amount. For a business customer, you can add a line saying you may claim statutory late payment interest. 'Language and currency' prints the document in French, or in euros when it shows no VAT: VAT on a UK invoice is shown in sterling, and the tool doesn't convert currencies.
Check
The total, the net, the VAT, any overall discount with the lines' total before it, deposits paid and the amount due, a quote's deposit and balance, the due date or expiry date and the e-invoicing status update as you type, with the rounding rule. Anything required that's still missing is listed with how important it is, and anything to check is explained in plain words.
Download and print
'Download to print' saves the document as a page to open in your browser: print it to PDF and send it. A banner on screen, never printed, reminds you of anything missing. Connected to Priostack, you can also save the invoice or quote to your account. Every document you copy, download or save is kept under 'Recent documents', on this device only: 'Reopen' puts it back in the form.
Line amount = quantity × unit price, rounded to the penny, less any line discount, also rounded. VAT on each line = line amount × rate, rounded to the nearest penny (half a penny rounds up); the VAT total is the sum of the lines' VAT, less the VAT on any overall discount. Total = net + VAT; amount due = total − deposits already paid.
