THE TROJAN TOOLKIT
Invoice Generator
Give the agreed work a clear record. Itemize the scope, review the calculations and prepare a document your customer can understand.
Trojan Document Studio
Make the next invoice clear.
One working document. Exact decimal math. Your scope and terms.
Your business
Your customer
Document identity
Add your actual logo and choose a readable accent.
Your work, on your terms.
Document fields and logos stay in this browser workspace. Saving is optional. JSON and CSV downloads contain the details you entered.
Saved records are available to other people using this browser profile. Turning saving off stops new saves. Clearing browser data can remove saved work. Keep exported backups.
MAKE A BETTER BUSINESS DECISION
Prepare the invoice, then review the document you will send
Use this generator to assemble business details, client information, line items and payment terms in one place. The preview helps you review the working invoice. The button labeled Print or save PDF opens a browser print workflow, where a PDF destination may be available. The final output depends on the print options supported by your browser and device.
Write line items that match the agreed work
Identify what was supplied, the relevant quantity or period, and the agreed rate. A description such as website maintenance for August is clearer when it also identifies the covered site and scope. Keep separately agreed work on its own line when the customer needs to reconcile it against an order or proposal.
Check the invoice number before sending. The starting reference INV001 is editable and is not a generated unique number. Replace it with a reference checked against your own records. Confirm the client, currency, issue date, due date and any purchase order reference. Enter the payment terms the customer actually agreed; the tool does not infer them.
Understand how the displayed total is calculated
The tool rounds quantity multiplied by unit price for each line to the selected currency precision. It allocates the fixed or percentage item discount across the lines, then calculates one manual tax rate on discounted taxable items plus any shipping and fees you marked taxable. Shipping and fees are outside the item discount. Confirm that the calculation order and tax choices fit the transaction; the tool does not determine tax treatment from a location.
As a calculation example only, taxable items totaling $300 with a $30 item discount leave a $270 taxable item base. At a manually entered illustrative rate of 10 percent, tax is $27. Adding $20 shipping marked not taxable, with no additional fee, gives a displayed total of $317. Marking that shipping taxable instead would produce $29 tax and a $319 total. These examples explain arithmetic, not which tax choice to make. Negative amounts and discounts above the item subtotal are not supported.
Review the browser print preview
- Complete the required fields, review the preview and select Print or save PDF.
- Choose the printer or available PDF destination in the browser dialog.
- Inspect every page for readable line descriptions, totals, contact details and payment instructions.
- Check the paper size, margins and any browser header or footer options.
- Open the saved document before sharing it with the customer.
A long invoice can span several pages. Look for clipped text, a split totals section or a logo that takes unnecessary space. If a browser cannot offer a PDF destination, use a supported print option or another suitable device. This generator does not send the invoice to the client or collect payment for you.
Keep an independent invoice record
Saving is optional. After enabling local saving, use Save local record to retain the current document in this browser. The shared invoice and estimate history holds up to 20 documents, and the customer list holds up to 30 customers. Export a JSON backup for editable inputs and a reviewed PDF for the document you send. Unsaved working details are not a dependable archive. Records do not automatically synchronize between devices, and browser data removal can delete them.
A local payment status is a record you maintain; it does not confirm a bank transaction. Reconcile payment through your normal process. The IRS recordkeeping guidance explains the role of supporting documents in business records. Retain the final invoice and related information in the system your business uses for that purpose.
For writing help, read how to create a professional invoice and how to make invoice line items clear. Review saved data before using the tool on a shared device.
A PRACTICAL FIELD GUIDE
Prepare an invoice you and your customer can reconcile
This free invoice generator combines customer details, clear line items, your chosen currency, manual tax settings and recorded payments in a reviewable document. Check the preview, export the calculation and keep an editable backup before sending the invoice yourself. Optional local records support repeat customers. The tool prepares documents and calculations; it does not collect funds or determine which tax treatment applies.
Bill for a clearly described scope
Describe what the customer is being charged for, including the quantity or unit where useful. A specific service description is easier to compare with an approved estimate than a vague project fee. Keep any agreed changes visible in the document.
Show a deposit or partial payment
Enter only a payment amount you intend to record against the invoice. The total remains visible and the recorded payment reduces the balance. This helps explain the arithmetic without presenting a manual entry as independent confirmation that money cleared.
Prepare repeat customer documents
If you choose local storage, save the customer and document for reuse in this browser. Check billing details and terms each time. Download an editable JSON backup because a browser record is not a shared account or a durable bookkeeping system.
How to use it
- 01
Confirm identity and document details
Enter the issuing business, customer, invoice reference, date and due date. Add a purchase order or registration detail when relevant to your transaction. Choose the agreed billing currency before entering prices; the tool does not convert exchange rates.
- 02
Describe each charge and its quantity
Add the item description, quantity and unit price. Quantities can use up to four decimal places. Unit prices follow the selected currency precision. The engine rounds each gross line amount to that currency’s smallest supported unit before totaling the items.
- 03
Review discounts and manual tax
Apply a fixed or percentage item discount and mark the lines that should be taxable. The discount is allocated across the items before tax. Shipping and additional fees are outside that discount and have their own taxable choices. Enter the applicable rate yourself.
- 04
Reconcile the total and amount paid
Review the item subtotal, discount, taxable base, tax, shipping or fee and final total. Add any amount paid you want recorded, then check the balance. Recording a payment changes the remaining balance; it does not reduce the taxable base.
- 05
Keep records and inspect the output
Save locally only if you want this browser to retain the record. Export versioned JSON for restoration and CSV for the calculation details. Open the print view and choose a PDF destination if your browser supports it. Review the saved document before delivering it.
FROM INPUT TO DECISION
Worked example: an invoice with a discount and payment
Fictional USD invoice with two taxable lines, no shipping or extra fee, a $50 fixed discount and a manually entered 10% tax rate. The rate is an arithmetic example, not tax guidance.
| Step | Amount | Calculation |
|---|---|---|
| Line items | $350.00 | 2 × $125 plus 1 × $100 |
| Discount and taxable base | $50.00 discount; $300.00 base | The discount is allocated across the two lines |
| Tax and invoice total | $30.00 tax; $330.00 total | 10% of the net taxable base |
| Recorded payment and balance | $100.00 paid; $230.00 balance | The payment reduces the balance after the total is calculated |
The discount allocation is $35.71 to the $250 line and $14.29 to the $100 line. The allocations total exactly $50.00. Their net taxable amounts total $300.00 before the single tax calculation.
Separate a calculation from a payment record
A correct balance shows how entered amounts relate. It does not establish acceptance or cleared funds. Compare the document with actual payment records before changing the amount paid.
Use an estimate as a reference
Compare the invoice with the original estimate and explain approved changes. Keep the estimate and invoice as distinct records instead of silently replacing scope descriptions or totals.
Questions & limits
Tax settings are manual. The tool supports one configured rate, with taxable choices for items, shipping and fees. It does not determine tax liability, support tax inclusive pricing or convert currencies.
Local saving is optional and manual, with space for 20 document records and 30 customers. Clearing browser storage can remove them. JSON exports are editable backups; PDF and CSV serve different record keeping purposes.
Why can two currencies round differently?
Currencies use different minor units: USD has two decimal places, JPY zero and KWD three. Select the agreed currency first. Changing currency does not convert exchange rates.
How is a fixed discount shared between lines?
Allocation follows gross item proportions. Remaining minor units go to the largest fractional remainders, with line order resolving ties. The allocations match the total discount.
Does marking an invoice paid collect money?
No. Amounts and statuses are manual records. The tool does not charge cards, connect to banks or verify cleared funds. Use your actual payment records.
Can I recover a document on another device?
Export the versioned JSON and import it on the other device. Review the restored document. Local records do not synchronize automatically, so keep separate backups.
Make the path from inquiry to invoice easier to follow
Trojan can help connect your service pages, estimate requests and customer communication around the way you actually sell and deliver work. Bring the points where customers currently get confused.
Improve your customer journey