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Invoice Format In PDF

The new GST regime mandates the issuance of invoices on most transactions. Therefore, having a valid invoice format is a must for every business. The invoice format in PDF is one of the commonly used formats to create invoices. 

Creating invoices in PDF makes your bills look professional and secure. Also, using PDF to generate invoices is an easy option for small and medium businesses. Anyone with basic knowledge can create billbook format in PDF. 

Once the invoice format in PDF is set, businesses can use the same format to create new invoices any number of times. Here is a detailed guide on creating the invoice format in PDF and how online invoicing software like myBillBook helps generate custom invoices in seconds.

Downloadable Free Invoice Formats in PDF

There are plenty of readymade options to download invoice formats in PDF. All you need to do is find a reliable source and download the invoice format for your perusal. 

myBillBook is one such platform that offers a free invoice generator tool with customisable PDF invoice templates. Depending on your billing needs, you can download invoice templates from the myBillBook billing software.

The free invoice templates can be edited to represent the business theme and brand image. These professional template designs can then be personalised to include the details of your preference. 

invoice format pdf

How to Create Invoice Format in PDF

Invoice formats can be created using PDF in two different ways. One is to create an invoice format from scratch, and the other is to convert the invoice format in Word or the invoice format in Excel to PDF.

Option:1 – Create Invoice Format in PDF

A PDF creator software like Acrobat or other tools are required to use this option. Install the PDF creator  and follow the below steps to create the billbook format in PDF. 

  • Open the PDF generator tool.
  • Click on ‘New’ to open a blank PDF document. 
  • Take a sample invoice format and try to include all the fields on the PDF. 
  • Make sure to insert all the important fields which are mentioned below – 
    • Business Contact Details: Company name, address, phone number, and email
    • Customer details: Name, address, and contact details
    • Invoice number, date, due date
    • Items/Services details: Description, quantity, price, discount, tax, and amount
    • Terms and conditions
    • Add payment options, including bank a/c details, UPI ID, UPI code, etc. 

Once all the fields are created, save the file. Every time you want to create a new invoice in PDF, open the same document, make a copy of the same, fill the fields and save it with a different name. 

Option:2 – Invoice Format in PDF from Existing Files

Another easy and simple method to create billbook format in PDF is using an existing invoice format. If you already have an invoice format in Word, Excel, Google Doc, Google Sheet, or any other format, you can simply convert it into PDF using the below steps. 

  • Open the file containing the invoice format
  • Enter the required information to create a new invoice
  • Click on File from the menu bar
  • Click on Download/Export > PDF Document/Create PDF/XPS Document
  • The file will then be downloaded in PDF form

However, do note that once the invoice is downloaded in PDF format, you cannot make any changes. Hence, any entries or corrections need to be done in the original file before converting it into PDF. 

Is Invoice Format in PDF a Viable Option for Your Business?

The invoice format in PDF might make your invoices look professional while making them secure as they cannot be edited. However, in the long run using billbook formats in PDF may not be a viable option for businesses if they want to enhance their productivity. 

Here are some of the disadvantages of using PDF to create invoices.

  • Not scalable: Invoice creation in PDF is easy when the business has limited products and requires a very small number of invoices per year. But when there are many products and the number of customers increase every day, invoice creation in PDF may not be a great help. 
  • Lack of consistency: In a PDF invoice format, everything is added manually, and there are no fixed fields. Any wrong entry would lead to incorrect billing. And you need to put extra effort to make every invoice look similar. All this, in addition to ensuring the accuracy of product prices, tax rates, discounts, and total bill amount. Don’t you think it puts extra stress on the biller?
  • High chance of errors: At least in Excel, you can use some formulas to calculate the discounts, total price, tax rates, etc. But in a PDF invoice, you need to calculate everything manually. This increases the chances of errors in billing and ultimately in accounting. 
  • Increases workload: You cannot create invoices in PDF directly; instead, you need to create them in other formats first and then convert them into PDF. If there is any error, you cannot edit it directly in the PDF. You need to go back to the source format, make the correction there and then download it as a PDF. It definitely increases the amount of effort in creating an invoice. 

Besides, the PDF invoices do not support accounting and tax filing activities and may not provide GST-compliant invoices. Hence, generating invoices in PDF is not viable if the businesses look for a comprehensive billing and accounting solution.

Use myBillBook to Create Custom Invoices

myBillBook is a one-stop solution for all your billing and accounting needs. Download the application today and experience the ease of billing and accounting with just a few clicks. First, let us see how to generate invoices using myBillBook software.

Generate Invoices using myBillBook Web App

  • Login to myBillBook web application
  • Enter your business details, including business name, type, industry, address, logo, bank account details, signature,  etc. 
  • Under ‘Sales’, click on ‘Sales Invoice > Create Sales Invoice’
  • Click on ‘Add Party’ – Enter your customer details like party name, mobile number, address, and GSTIN
  • Click on ‘Add Item > Create New Item’ – Enter details like item type, item name, sales prices, category, item code, etc. 
  • You can also add additional details like discount amount, delivery charges, terms and conditions, bank details, etc., to be displayed on the sales invoice. 
  • Click on ‘Save Sales Invoice’
  • Once it is done, you can view the complete invoice. 
  • Find the options to ‘Print’ and ‘Download’ the invoice and share it with your customers. 

Generate Invoice on myBillBook Mobile App

  • Login to myBillBook mobile application
  • Enter your business details, including business name, type, industry, address, logo, bank account details, signature,  etc. 
  • Click on ‘Bill/Invoice > Add Party’ option
  • Enter details like party name, mobile number, party type, address, GSTIN, etc. 
  • Click on ‘Add Item > Create New Item’ – Enter details like item type, item name, sales prices, category, item code, GST & Tax details, etc. 
  • You can also add additional details like discount amount, delivery charges, terms and conditions, bank details, etc., to be displayed on the sales invoice. 
  • Click on ‘Save & Generate Bill’
  • Once it is done, you can preview the complete invoice. 
  • Find the options to ‘Print’, ‘Download’ and ‘Share’ the invoice. 

Benefits of Using myBillBook for Invoice Generation

myBillBook is a comprehensive billing and accounting solution that provides various invoicing and bookkeeping features. Sales invoice generation in compliance with GST norms is one of the key features offered by the platform. Using myBillBook to generate invoices would provide the business with the following benefits. 

Professional invoices that reflect brand image:
myBillBook offers more than six invoice formats to choose from. Businesses can choose any format representing their brand and add custom fields. Having a set format helps companies to issue consistent and professional invoices to their customers. 

Personalisation:
Despite a professional undertone, the invoice templates can be modified as per business needs. Users can customise its elements, formulas, components, and even the visual design. 

User-friendly design:
The myBillBook invoice format is designed in a very user-friendly and simple manner. No special skills are required to use it, and users will not have any complexities while figuring out how to use the template. 

Less billing time:
Once the user selects a billing invoice template, the same will be selected automatically every time a new invoice is generated. As all the fields are set, users need to simply enter the required information to create invoices in a jiffy. This enables faster billing and lesser queues at POS terminals. 

Print & share:
The myBillBook invoices are also print-friendly. Once the users create an invoice, they will have different options to print, download or save the invoice. While printing the invoice, they can choose between thermal and normal printing options with different sizes. The app also allows online sharing of invoices through Whatsapp and email. 

Adopting simple tools like myBillBook billing and accounting software is not a big deal when companies want to take their businesses to the next level. The benefits provided by the software definitely outweigh the costs involved. Download myBillBook application today and enjoy effort-free billing and accounting for your business.

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