Whether you’re freelancing, running a small business, or just starting out as a service provider, there comes a moment we all face:
How do I actually send a proper invoice?
You Google something like “invoice in Word,” or “generate invoice in PDF free” — and boom, you’re hit with templates, tools, ads, and a bunch of conflicting advice.
So let’s make it simple.
In this article, we’ll show you:
How to create a professional invoice in Word or PDF — 100% free
What fields are required (especially in France or the EU)
How to make sure your invoice looks legal, legit, and gets you paid
And why tools like Maginvoice can save you time and stress (with free Word & PDF invoices, ready in seconds)
Can You Create an Invoice in Word or PDF for Free?
Yes, you absolutely can.
Word is a great starting point — especially if you’re just getting started and want control over layout and branding. You can write the invoice manually or use a free template (we made a few — more on that below).
Once it’s done, you just export or save as PDF, and send it to your client.
👉 It’s simple, but the downside is… everything is manual.
You have to:
Type in each invoice number by hand
Calculate totals and taxes yourself
Add or remove legal mentions depending on your status
Keep track of who paid and who didn’t (usually in a spreadsheet)
This is fine for your first few invoices, but quickly becomes a chore once your business grows.
What Should an Invoice Include?
Whether you use Word, PDF, or an invoicing tool, your invoice needs to include the right info to be legally valid — especially in France and across the EU.
Here’s what to include:
🔖 Seller Information
- Your full name or company name
- Your address
- SIRET number (in France)
- VAT number (if applicable)
- Email / phone
🧾 Client Information
- Client name or company name
- Their address
- SIRET/VAT number if known
📅 Invoice Details
- Invoice number (must be unique and sequential)
- Invoice date
- Payment due date
- Payment terms (e.g. 30 days)
- Delivery date (if applicable)
💼 Description of Work
- Clear list of products or services
- Quantity and unit price
- Subtotal (before tax)
- VAT (TVA) if applicable
- Total incl. tax (TTC)
📢 Legal Mentions
- If you’re VAT-exempt (auto-entrepreneur): “TVA non applicable, article 293 B du CGI”
- Late payment penalties: “Pénalités de retard : 3 fois le taux légal + indemnité forfaitaire de 40 €”
💰 Payment Info
- Bank account details (IBAN/BIC)
- Or mention of another method (PayPal, Stripe, etc.)
Example: How to Create an Invoice in Word (Step by Step)
Open a blank document or use a template
You can find free invoice templates online — or download our free Word invoice template (freelancer + SMB version).Enter your business and client info
Make sure names, addresses, and SIRET numbers are correct.Add your invoice number and date
Keep it unique and sequential (e.g. 2024-001, 2024-002…)List your services or products
Describe what you did clearly. Add quantity and unit price.Calculate the totals
Add subtotal (HT), VAT if applicable, and final TTC.Include legal notes
If you’re not charging VAT, include the exemption line. Also note payment deadlines and penalties.Save as PDF In Word: File → Save As → Choose PDF. Now it’s ready to send!
What About Free PDF Invoice Generators?
You’ve probably seen websites offering to “generate invoice in PDF free.” Some of them work fine, especially for one-off needs.
But many of them:
Force you to register or create an account
Don’t follow local tax rules (like French mentions légales)
Don’t save your data or track payments
Look generic and aren’t customizable
If you just need a quick invoice, they’re okay.
But if you want to look professional and stay organized, it’s not enough.
A Faster, Smarter Way: Use Maginvoice
Here’s what you can do with it:
✅ Create invoices in seconds — legal, branded, and ready to send
✅ Export them as PDF instantly (or even send them through Chorus Pro / PEPPOL)
✅ Track payments and get notified if a client is late
✅ Send quotes and convert them into invoices
✅ Compliant with French VAT and legal mentions
✅ All free to start — no hidden fees or upsells
It’s like Word, Excel, and your accountant — combined in one place, but way easier.
You can log in, create an invoice, download it as PDF, and send it — all in under 2 minutes.
TL;DR — What’s the Best Way to Generate a Free Invoice?
If you’re just starting out or only need to send one invoice:
You can create your invoice in Word, save it as a PDF, and email it
Make sure to include the right legal fields (SIRET, TVA info, etc.)
Download one of our free templates to make it easier
But if you want to:
Spend less time formatting
Look more professional
Stay organized and compliant
And actually track who paid and when…
Then give Maginvoice a try. It does everything Word and PDF can do — faster, cleaner, and 100% legal for France and Europe.
