Freelance Invoice Generator

Create professional freelance invoices in minutes - Built for Singapore freelancers, consultants and sole proprietors

Not freelancing? Use the general invoice generator

In-depth guide

Invoicing as a freelancer in Singapore: what to put on it, when to charge GST, and what the PDF does with your data

How the freelance invoice generator works out hours, rates, discount and optional GST, what IRAS says a sales invoice should show if you are not GST-registered, when GST applies, how the GST-registered tick box turns the PDF into a Tax Invoice, and what the tool still does not cover.

Last verified: Sources: IRAS Plain-text version of this guide

Key figures at a glance

Default for GST
Off
"GST-registered: issue a Tax Invoice (adds 9% GST)" starts unticked. Only a GST-registered business may charge GST.
Source: IRAS
GST rate if you are registered
9%
Added on the amount after any discount. With the box ticked the totals read Total excluding GST, GST (9%) and Total including GST.
Source: IRAS
When GST registration becomes compulsory
Taxable turnover above S$1 million
Tested at the end of each calendar year, and also by looking ahead 12 months.
Source: IRAS
Default due date
14 days after the invoice date
The terms start as "Due within 14 days". Both can be edited.
Keep your sales records
At least 5 years
IRAS says records must be kept for five years under the Income Tax Act.
Source: IRAS

Sending a freelance invoice: step by step

A clear invoice is mostly about being specific: who, what, how much and by when.

  1. Step 1: Put your details and the client's at the top

    In the form

    Your name or business name and address, the client's name and address. Add your UEN if you have registered a business. If you tick the GST box, both addresses are required.

  2. Step 2: Give the invoice a unique number and dates

    In the form

    Use a simple series such as INV-001. The due date starts 14 days after the invoice date; change it to match your agreement.

  3. Step 3: List each piece of work

    In the form

    Use "Qty / Hours" and "Rate": hours and an hourly rate, or a quantity of 1 and a project fee.

  4. Step 4: Leave GST off unless you are registered

    Before downloading

    Tick "GST-registered: issue a Tax Invoice (adds 9% GST)" only if you are GST-registered with IRAS, then enter your GST Registration No.; your address and the client's address become required too. If you are not registered, leave it unticked and do not add any GST.

    GST & Service Charge Calculator →

  5. Step 5: Add how to pay you

    In the payment details box

    Write your bank account or PayNow details in the "Payment Details" box. It is printed on the PDF as typed.

  6. Step 6: Download, check and keep a copy

    Last

    Read the PDF before sending it, and keep a copy for your records.

What this tool is for

This is the same invoice engine as the invoice generator, with defaults set for someone billing for their own time. The labels read "Qty / Hours" and "Rate", the due date starts 14 days out with the terms "Due within 14 days", and GST starts switched off. The two tools use the same calculation and produce the same kind of PDF.

How the totals are worked out

The totals on the page are calculated in your browser as you type:

  1. Subtotal = the sum of quantity (or hours) × rate for every line.
  2. Discount = subtotal × discount % ÷ 100 (0 to 100).
  3. GST = (subtotal − discount) × 9%, only if "GST-registered: issue a Tax Invoice" is ticked.
  4. Total = subtotal − discount + GST.

Quantities can be fractions, so 12.5 hours is fine.

Worked examples

Computed with the tool's own formulas.

Job Subtotal Discount GST Total
20 hours at $80 $1,600.00 none none $1,600.00
8 hours of tutoring at $60 $480.00 none none $480.00
12.5 hours at $90 plus a $350 flat fee, 5% repeat-client discount $1,475.00 −$73.75 none $1,401.25
The same job if the freelancer is GST-registered $1,475.00 −$73.75 $126.11 $1,527.36

The discount comes off first and GST is charged on what is left. The last two rows show what ticking the GST-registered box does: the client pays $126.11 more.

Should you charge GST?

Most freelancers should not. Only a GST-registered business may charge GST. IRAS says a business that is not registered must not charge GST, and any GST wrongly charged must be returned to IRAS.

Registration becomes compulsory when taxable turnover goes above S$1 million: IRAS tests the calendar year just ended, and also whether you expect to pass S$1 million in the next 12 months. Below that you can register voluntarily, which brings obligations of its own. If you do register, you charge 9% and your invoices become GST tax invoices, with extra required content (see below).

What to put on an invoice if you are not GST-registered

IRAS's record-keeping guide says a sales invoice should show:

  • an identifying number (such as an invoice number);
  • the date of issue;
  • your business name, address and business registration number;
  • the customer's name and address;
  • a description of the goods or services supplied;
  • the quantity or extent of the service, and the price;
  • any cash discount offered;
  • the total price.

The tool covers these with the fields for your name or business name, address, UEN, the client's name and address, invoice number and date, the item table, the discount and the total. If you work under your own name with no registered business, there is no UEN to enter and you can leave the box empty.

If you are GST-registered

Then your invoices to GST-registered customers must be tax invoices (within 30 days of the supply, generally), containing the words "Tax Invoice", your GST registration number, the GST rate and the amounts excluding and including GST, among other things. For a supply of S$1,000 or less including GST a simplified tax invoice is enough. Tick "GST-registered: issue a Tax Invoice (adds 9% GST)" and this tool produces a full tax invoice: the page and PDF are headed "Tax Invoice" ("TAX INVOICE" on the PDF), the PDF shows your GST registration number, and the totals read "Total excluding GST", "GST (9%)" and "Total including GST". Your GST Registration No., your address and the client's address are then required; the page shows an alert, and the server refuses the download if one is missing. If your UEN is also your GST registration number you may enter the UEN there; otherwise enter the GST number (the format is like M21234567K).

The tool still does not cover zero-rated or exempt lines, GST worked out line by line, the wording of a simplified tax invoice, or foreign-currency invoices (it is SGD only, so it cannot convert totals into Singapore dollars). The checklist in the invoice generator guide lists what IRAS requires.

What happens to your data

The totals are calculated in your browser. When you press "Download PDF", everything you entered (names, addresses, UEN, items, notes and payment details) is sent to this site's server, which builds the PDF and sends it back. The code does not store the invoice, but the data does travel to the server for that step, so it is not a purely in-browser tool.

What the PDF looks like

  • It is headed "INVOICE" ("TAX INVOICE", with your GST registration number, when the GST box is ticked) and shows your invoice number, your details, the client's details, dates, terms, the item table, the totals, notes and payment details. Empty optional fields are left out.
  • Amounts show a plain "$" and there is no currency selector, so treat them as Singapore dollars. Dates are year-month-day.
  • Chinese and Tamil text does not display: the PDF font (DejaVu Sans) has no such characters, so they show as empty boxes. The labels on the PDF are always English and are not affected. For a PDF you can send, type names, addresses and descriptions in English letters. The page shows a one-line reminder of this beside the name field and the item list. The Print button uses your browser's print dialog instead, which has no such limit.
  • The file is named after your invoice number, for example INV-001.pdf; a "/" or "" in the number becomes "-".
  • If the download fails, check that your name, the client's name, the invoice number and every item description are filled in, and that any email address is valid.

Common mistakes

  • Adding GST when you are not registered.
  • Vague descriptions such as "work". Say what was done and for what period.
  • No payment details. Add bank or PayNow information in the "Payment Details" box.
  • Reusing an invoice number.
  • Typing Chinese or Tamil and getting boxes in the PDF.
  • Not keeping a copy. IRAS expects records to be kept for five years.

Frequently Asked Questions

Is this freelance invoice generator free to use?

Yes, it is completely free with no signup required. You can create unlimited invoices for your freelance work at no cost.

Do I need a company or UEN to use this?

No. You can invoice clients under your own name as a freelancer or sole proprietor. The UEN field is optional and only needed if you have registered a business with ACRA.

Do freelancers in Singapore need to charge GST?

Only if you are GST-registered, which is generally required once your taxable turnover exceeds S$1 million in a 12-month period. Most freelancers should leave the GST toggle off.

Is my data secure when using this tool?

The totals are calculated in your browser, but when you click "Download PDF" everything you entered is sent to our server, which builds the PDF and returns it. The invoice is not stored by the tool's code. Avoid entering anything you would not want to send over the internet.

Can I bill by the hour instead of by project?

Yes, the "Qty / Hours" and "Rate" fields work for both. Enter hours worked and your hourly rate, or a quantity of 1 with a flat project fee.

Can I save my invoice as a PDF?

Yes, click "Download PDF" to save a professional PDF copy of your invoice, or use "Print" to print it directly from your browser.

How do I get paid after sending the invoice?

Add your PayNow number or bank account details in the Payment Details field so clients know exactly how to pay you.

Can I apply a discount to an invoice?

Yes, enter a discount percentage and it will be applied to the subtotal before any GST calculation.

What should I include on a freelance invoice in Singapore?

Your name or business name, contact details, client details, invoice number and dates, an itemized list of work with amounts, the total due, and your payment details. Include your GST registration number and the GST amount only if GST-registered, and head it "Tax Invoice".

Can I invoice overseas clients with this tool?

Yes, simply enter your client's overseas address. Note that GST treatment can differ for exported services - check IRAS guidance if you are GST-registered.

Do I need to keep copies of invoices I send?

Yes, freelancers and sole proprietors in Singapore should keep invoice records to support their annual income tax filing with IRAS.

Can I customize the invoice template?

Yes, every field is editable, including your details, client information, line items, payment terms, discount, and notes.

Sources

  1. IRAS — Record Keeping Guide for Non-GST Registered Businesses (e-Tax Guide) — What a sales invoice should show, and the five-year record-keeping period.
  2. IRAS — Do I need to register for GST?
  3. IRAS — Voluntary disclosure for wrongful collection of GST — GST charged by a business that is not GST-registered must be returned to IRAS.
  4. IRAS — Current GST rates
  5. IRAS — Invoicing customers (GST tax invoices)

This guide explains published rules in plain language. It is not financial, legal or official advice — rules change, so confirm with the agency linked above before you commit.

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