How to create your first invoice on FreshBooks

beginner 8 min read Updated 2026-03-18

Quick Answer

Creating your first FreshBooks invoice involves logging into your account, selecting 'Create Invoice' from the dashboard, entering client and item details, and sending the invoice. The process takes just a few minutes and includes built-in templates for professional formatting.

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Prerequisites

Active FreshBooks account
Client information ready
Basic understanding of invoicing terms
Internet connection and web browser

Step-by-Step Instructions

Access the Invoice Creation Screen

Log into your FreshBooks account and navigate to the main dashboard. Click the Create button in the top navigation bar, then select Invoice from the dropdown menu. Alternatively, you can click the + New button and choose Invoice.

You can also use the keyboard shortcut Ctrl+I (Cmd+I on Mac) to quickly create a new invoice from anywhere in FreshBooks.

Select or Add Your Client

In the invoice creation screen, click on the Client dropdown field at the top. If this is an existing client, start typing their name and select them from the list. For new clients, click + Add New Client and fill in their business name, contact person, email address, and billing address in the popup window.

Adding complete client information now will save time for future invoices and ensure proper tax calculations.

Set Invoice Details and Date

Review the auto-generated Invoice # or customize it if needed. Set the Invoice Date to today's date and choose your preferred Due Date from the dropdown (common options include Net 15, Net 30, or custom dates). Optionally, add a PO Number if your client requires one.

Setting clear payment terms upfront helps ensure faster payment from clients.

Add Line Items and Services

In the Items section, click Add Line Item. Enter your service or product name in the Item field, add a detailed description, set the Rate per unit, and specify the Quantity. The amount will calculate automatically. Add multiple line items as needed by clicking + Add Line Item again.

Use clear, specific descriptions for each line item to avoid client confusion and reduce payment delays.

Apply Taxes and Discounts

If applicable, select the appropriate Tax rate from the dropdown next to each line item or apply it to the entire invoice. To add a discount, click Add Discount below the line items and enter either a percentage or fixed amount. Review the calculated Subtotal, Tax, and Total amounts.

Set up your tax rates in Settings > Tax Settings beforehand to streamline invoice creation.

Customize Invoice Appearance

Click Customize at the bottom of the invoice to modify the template. You can change colors, fonts, add your logo, or select from pre-designed themes. Add personalized notes in the Notes section and include payment terms in the Terms field if needed.

A professional-looking invoice with your branding builds trust and credibility with clients.

Preview and Send Your Invoice

Click Preview to see how your invoice will appear to the client. Review all details for accuracy. When satisfied, click the Save & Send button to email the invoice directly to your client, or choose Save as Draft to send later. You can also select Save & Print for physical delivery.

Always preview your invoice before sending to catch any errors or formatting issues.

Common Issues & Troubleshooting

Client email address shows as invalid when trying to send

Double-check the email address in the client details. Go to Clients > select the client > Edit and verify the email format is correct with no extra spaces or characters.

Tax rates are not calculating correctly

Navigate to Settings > Tax Settings and ensure your tax rates are properly configured. Make sure you've selected the correct tax from the dropdown on each line item.

Invoice template looks unprofessional or incorrect

Click Customize at the bottom of the invoice and select a different template, or upload your company logo under Settings > Account Settings > Company Profile.

Cannot find the invoice after creating it

Check your Invoices section in the main navigation. Use the search bar to find specific invoices by client name or invoice number, or check the Drafts filter if you saved without sending.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official FreshBooks website before purchasing.

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