Guide · Invoice generator · MicroBiz365

Invoice generator: how to get started (UK)

How to create an invoice with Invoice generator, export a spreadsheet, and use Print → PDF in Excel — plus setting VAT when the rate is not 20%.

12 May 2026 · MicroBiz365

General information only — tools do not replace qualified legal, tax, or financial advice where you need it.

General information only — MicroBiz365 tools do not replace qualified legal, tax, accounting, or design advice where you need it.

Step-by-step instructions for Invoice generator. The how-to page in the series assumes you want a professional invoice without paying for desktop accounting software on day one.

Step 1 — Fill the form with real details

Business name, address, email, and phone.
Client name and address.
Invoice number (use a sequence you will not duplicate — e.g. INV-2026-0042).
Invoice date and due date.
Line items: plain descriptions, quantity, unit price in pounds.
Discount if agreed (percentage or fixed £).
VAT: No VAT if you are not registered; otherwise Charge VAT, your VAT registration number, and the correct %.
Stripe link and/or bank sort code and account number.
Optional: logo and brand colours.

Watch the live preview on the right. Fix typos before you export anything.

Step 2 — Choose PDF or spreadsheet

PDF — click Download PDF when the preview looks right. Attach to email or upload to your client portal.

Spreadsheet — click Download spreadsheet (.xlsx) when you want to edit in Excel or Google Sheets, or when you will invoice the same client again with new line items.

Step 3 — Print to PDF from Excel (recommended for .xlsx)

After opening the file in Microsoft Excel:

Check column D (Line £) — totals should match quantity × unit unless cells are blank.
If you changed VAT % in the tool before export, confirm the VAT row in the sheet.
Go to Page Layout → uncheck Print under Gridlines if lines show.
Use File → Print (or Ctrl+P).
Select Microsoft Print to PDF as the printer (Windows) or Save as PDF on Mac.
Open print preview — one page is ideal for short invoices; use “Fit Sheet on One Page” only if it stays readable.
Print/save the PDF and name it clearly (client name + invoice number + date).

Google Sheets

Upload the .xlsx to Google Drive and open with Google Sheets.
Verify formulas recalculated (edit a quantity and check Line £).
Reposition the logo if it shifted — common after upload.
File → Download → PDF document (.pdf) when ready to send.

Step 4 — When to use the tool’s PDF button instead

Use the built-in PDF export when you will not edit in Excel — one-off invoices, identical copy to the preview, fastest path. You do not get a reusable template for next month.

Step 5 — Changing VAT rate before export

Set VAT on this invoice to Charge VAT.
Type the rate in VAT rate (%) — e.g. 20, 5, or 0 as appropriate.
Confirm the preview shows the label you expect (e.g. VAT @ 5%).
Re-export PDF or spreadsheet after any rate change; do not reuse an old file from before a Budget change.

Official guidance still matters — see Invoicing and taking payment from customers (GOV.UK) alongside any software output.

Step 6 — Send and file

Email the PDF to your client (or their accounts payable address). BCC yourself or save to a folder you back up. Optional: use Save draft in the tool to keep form data in this browser only — not a cloud backup.

If spreadsheet line totals look wrong

Open the exported file fresh. Line £ should be quantity × unit in column D. If you see £0.00 on old files, re-export from the tool — newer exports store the correct calculated values. After you change Qty or Unit in Excel, Line £ should update; if not, press F9 to recalculate or check that calculation is set to automatic (Formulas → Calculation options).

Page setup tips before print-to-PDF

Portrait orientation is usually right for a single-page invoice.
Narrow margins only if the logo and table still read clearly at 100% zoom in print preview.
Hide gridlines for print so the sheet looks like a document, not a workbook.
If the logo floats over text, drag it in Excel before printing.

On a shared or work computer

Clear saved draft after use if others use the same browser profile. Do not rely on draft as your only backup — keep the PDF and a copy of the spreadsheet on your own storage.

Mac: Excel for Microsoft 365

Use File → Print, then the PDF drop-down on the bottom left (Save as PDF). Check Layout for scale and orientation before you save.

LibreOffice Calc

You can open the .xlsx in Calc. Check formulas after open, then File → Export as PDF with the export wizard — preview the page range so you do not export six blank pages.

Quick comparison: three ways to get a PDF

Tool → Download PDF — fastest; best when preview is final.
Tool → spreadsheet → Excel Print to PDF — best when you edit lines or reuse monthly.
Tool → spreadsheet → Google Sheets → Download PDF — best when you live in Google Workspace; check logo position.

Open Invoice generator and complete these steps with a real (or test) client before your next live invoice.

Excel menu paths (Windows)

File → Print → Microsoft Print to PDF. If you do not see it, install the Windows optional feature “Microsoft Print to PDF” or pick any PDF printer your IT team provides.

Invoice numbering

Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.

Payment terms in the email

State due date and how to pay in the email body — match the PDF total exactly.

After a VAT rate change

Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.

Bank transfer reference

Ask clients to use invoice number as payment reference so you can match money in your bank feed quickly.

Keeping copies

Store PDF sent + date + client name in one folder per tax year. Spreadsheets are for editing; PDF is the record of what you issued.

Excel menu paths (Windows)

File → Print → Microsoft Print to PDF. If you do not see it, install the Windows optional feature “Microsoft Print to PDF” or pick any PDF printer your IT team provides.

Invoice numbering

Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.

Payment terms in the email

State due date and how to pay in the email body — match the PDF total exactly.

After a VAT rate change

Read HMRC’s effective date. Update VAT rate (%) in Invoice generator, re-export, and keep a note in your sales log.

Bank transfer reference

Ask clients to use invoice number as payment reference so you can match money in your bank feed quickly.

Keeping copies

Store PDF sent + date + client name in one folder per tax year. Spreadsheets are for editing; PDF is the record of what you issued.

Excel menu paths (Windows)

File → Print → Microsoft Print to PDF. If you do not see it, install the Windows optional feature “Microsoft Print to PDF” or pick any PDF printer your IT team provides.

Invoice numbering

Use a prefix and year (e.g. INV-2026-0123). Never reuse a number, even for a cancelled draft.

Payment terms in the email

State due date and how to pay in the email body — match the PDF total exactly.

More in this series

Open Invoice generator All tools