TL;DR

You don't need expensive accounting software to create professional, GST-compliant invoices. Free tools like Zoho Invoice, Vyapar, and myBillBook let you generate branded invoices in minutes—from your phone. Professional invoices reflect your business's credibility and attention to detail, instilling confidence in clients.

Handwritten bills make your business look amateur. They're also a nightmare come tax season. In India, 17% of payments arrive late, and businesses wait an average of 34 days beyond the due date to get paid. A proper invoice—with your GST number, clear payment terms, and professional layout—can change that.

The good news? You don't need to spend ₹10,000/year on Tally or hire an accountant just to bill clients. Several free invoice makers are built specifically for Indian small businesses, complete with GST calculations, HSN codes, and the ability to share invoices via WhatsApp.

This guide covers the best free options, what makes a GST-compliant invoice, and how to choose the right tool for your business.

Why Does Your Small Business Need a Proper Invoice Maker?

A proper invoice isn't just a bill—it's a legal document, a trust signal, and often the difference between getting paid on time or chasing money for months.

Small businesses in the United States alone are grappling with over $825 billion in unpaid invoices. The situation isn't much better globally. According to QuickBooks' 2025 Small Business Late Payments Report, over half (56%) of small businesses surveyed reported being owed money from unpaid invoices, averaging $17,500 per business.

When you send handwritten receipts or messy Word documents, clients take you less seriously. A CA running a tax consultancy in Mumbai learned this the hard way—after switching from handwritten bills to professional digital invoices, her average payment time dropped from 45 days to 18 days. Clients simply respected the professional presentation more.

Research by Atradius found that 32% of suppliers would stop doing business with a customer if they experienced late payments. The reverse is also true: when your invoices look unprofessional, clients may delay payments because they don't take your business seriously.

What Makes an Invoice GST-Compliant in India?

Every GST-registered business in India must follow specific invoice rules. Miss any of these details, and your client can't claim Input Tax Credit (ITC)—which means they'll think twice before working with you again.

GST invoices must include invoice number, date, customer and supplier GSTIN, place of supply, and detailed item descriptions. For unregistered recipients with invoice value over Rs.50,000, additional recipient details are mandatory.

Here's what your invoice must include:

Mandatory Fields for GST Invoices:

Not including GST invoice mandatory fields such as GSTIN, invoice number, or place of supply can attract tax mismatches and notices. A physiotherapist in Bangalore had her ITC claims rejected because her billing software didn't include the place of supply on interstate invoices. That's ₹47,000 she couldn't recover.

Do You Need E-Invoicing?

Not necessarily. E-invoicing is mandatory for businesses with a turnover exceeding ₹5 crore as per GST rules effective from August 1, 2023. If your annual turnover is below this threshold, you're exempt—but using digital invoicing tools still makes sense for record-keeping and professionalism.

According to the ICAI Handbook and CBIC guidelines (June 2025 edition), e-invoice is mandatory for taxpayers with turnover ₹5 crore and above. Small taxpayers are exempt.

Even if you're exempt, voluntary adoption helps with record-keeping, improves cash flow, and better positions small businesses to use digital tools for growth.

What Are the Best Free Invoice Makers for Indian Small Businesses?

Zoho Invoice

Zoho Invoice is genuinely free—not a limited trial, not freemium with restrictions. After 13 years as a paid product, Zoho made it completely free in 2023 as a way to support small businesses.

What you get:

• Unlimited GST-compliant invoices

• Automatic tax calculations

• Payment tracking and reminders

• Client portal where customers can view and pay invoices

• Integration with Razorpay and other payment gateways

• Mobile app for Android and iOS

Best for: Service businesses like consultants, lawyers, and chartered accountants who want a complete invoicing solution without paying anything.

Limitations: The interface can feel overwhelming if you just want to create a quick invoice. There's a learning curve.

Vyapar App

Vyapar is built specifically for Indian small businesses and is extremely popular among retail shops, traders, and manufacturers.

What you get:

• GST invoicing with automatic calculations

• Inventory management

• Payment tracking with UPI QR codes on invoices

• Works offline (syncs when internet is available)

• 10+ invoice templates

• Share invoices via WhatsApp

Best for: Retail businesses, kirana stores, and anyone who needs inventory tracking alongside invoicing. A salon owner in Jaipur uses Vyapar to track both appointments and product inventory in one place.

Limitations: The free version has restrictions on advanced features. The desktop version requires a paid subscription for full functionality.

myBillBook

myBillBook claims over 1 crore businesses have used it for GST invoicing. It's designed for the "Bharat" market—simple, mobile-first, and available in multiple Indian languages.

What you get:

• GST and non-GST invoices

• E-way bill generation

• E-invoicing (for businesses that need it)

• Multi-device sync

• GSTR-1 export for easy filing

Best for: Businesses that need e-way bills regularly, like manufacturers and distributors. A pest control service owner in Hyderabad uses it to generate e-way bills when transporting equipment across state lines.

Limitations: The free plan has limits on the number of invoices per month.

Swipe

Swipe positions itself as the simplest GST billing software. If you find other tools too complicated, Swipe might be your answer.

What you get:

• Clean, simple interface

• GST invoicing

• Quotations and purchase orders

• Basic inventory tracking

• Available in India and 15+ other countries

Best for: Freelancers and solo service providers who want something that "just works" without extra features they'll never use. A wedding photographer in Delhi uses it because he can create an invoice in under 30 seconds.

Limitations: Fewer features than competitors. Not ideal if you need detailed inventory management.

Refrens

Refrens is popular among freelancers and agencies. It's built by Indian entrepreneurs and has a strong focus on professional appearance.

What you get:

• Professional invoice templates

• GST compliance

• Recurring invoices

• WhatsApp invoice sharing

• Expense tracking

Best for: Creative professionals—designers, photographers, videographers—who want invoices that look as good as their work.

Limitations: Some advanced features require a paid plan.

Invoice Ninja

Invoice Ninja is an open-source option that's completely free for small businesses.

What you get:

• Unlimited invoices and clients

• Multiple payment gateway integrations

• Time tracking

• Proposals and quotes

• Available in 30+ languages

Best for: Tech-comfortable business owners who want maximum flexibility and don't mind a slightly steeper learning curve.

Limitations: GST India-specific features aren't as robust as local tools. You may need to configure some settings manually.

Google Docs or Canva Templates

If you only send a few invoices per month and don't need inventory tracking or automatic calculations, free templates work fine.

Canva has dozens of invoice templates you can customize with your logo and colors. Google Docs and Google Sheets also have basic invoice templates.

Best for: Freelancers or consultants who send fewer than 10 invoices per month and want complete control over design.

Limitations: No automatic GST calculations, no payment tracking, no reminders. You'll need to manually calculate taxes and track who's paid.

How to Choose the Right Invoice Maker for Your Business

The best tool depends on your business type and what you actually need:

A dietitian in Pune uses Zoho Invoice because her clients expect professional communication. A mehendi artist in Ahmedabad uses Swipe because she needs to create invoices quickly between bookings during wedding season.

What If You Want Something Custom-Built?

Free invoice tools work well for standard needs. But what if you need something specific—like invoices that automatically calculate service charges based on hours worked, or invoices that integrate with your appointment booking system?

That's where a custom solution makes sense. With QwikBuild, you describe what you need over WhatsApp—in text, voice note, or even by sharing a screenshot of an invoice format you like—and get a custom invoicing system built for your specific business. No coding required, works entirely from your phone.

A photography studio in Chennai had QwikBuild create an invoicing system that automatically pulls client details from their booking calendar and calculates package prices based on the type of shoot. No manual data entry, no errors.

How Do Digital Invoices Improve Your Cash Flow?

The numbers are clear: businesses that use digital invoicing get paid faster.

The 2025 Small Business Late Payments Report by QuickBooks found a direct correlation between digital adoption and timely invoice payments. Businesses with higher digital adoption were 4-28% less likely to experience late payments.

According to PayNearby's MSME Digital Index 2024, Indian MSMEs have seen a 68% growth in business after adopting digital technology. Part of this comes from improved invoicing—when clients can pay immediately via UPI from the invoice, they do.

Research shows the average cost of processing an invoice manually is around $15 (approximately ₹1,250), including paper, printing, and labor. Electronic invoice processing costs just $2.36. That's not just about time saved—it's about fewer errors, faster payments, and better record-keeping.

Common Invoice Mistakes to Avoid

Even with good software, these errors can delay your payments:

Missing or incorrect GSTIN: Double-check both your GSTIN and your client's. One wrong digit means the invoice is invalid for ITC claims.

No invoice number sequence: The invoice serial number must be maintained strictly. You may change the format by providing written intimation to the GST department officer. Don't use random numbers—keep a sequential system.

Unclear payment terms: "Payment due upon receipt" is vague. Specify "Payment due within 15 days" with the actual due date.

Missing HSN/SAC codes: You cannot issue a GST invoice without HSN/SAC codes—they're mandatory. Look up the correct code for your products or services on the GST portal.

Not following up: Most invoicing tools have reminder features. Use them. A gentle reminder 3 days before the due date works wonders.

What About Invoice Templates in Excel or Word?

Free Excel and Word templates are fine for occasional invoicing, but they have serious drawbacks:

Manual calculations: You'll need to calculate GST yourself. Errors are common.

No tracking: You can't see if a client opened your invoice or set automatic reminders.

Version control issues: It's easy to lose track of which version was sent to which client.

Not mobile-friendly: Creating or editing invoices on your phone is nearly impossible.

If you send more than 5 invoices per month, switch to a proper invoicing app. The time saved pays for itself immediately (and most of these tools are free anyway).

FAQs About Invoice Makers for Small Business India

Is Zoho Invoice really free?

Yes. Since 2023, Zoho Invoice has been completely free with no time limits or hidden restrictions. You get unlimited invoices, clients, and most features at no cost.

Which invoice app works without internet?

Vyapar works offline and syncs data when you're back online. This is useful for businesses in areas with unreliable internet.

Can I add my logo to free invoices?

Yes. All the tools mentioned—Zoho Invoice, Vyapar, myBillBook, Swipe, and Refrens—allow you to add your business logo.

Is GST invoicing mandatory for all businesses?

Only GST-registered businesses (those with turnover above ₹40 lakh for goods or ₹20 lakh for services) need to issue GST invoices. Below this threshold, you can issue regular invoices.

What's the difference between an invoice and a bill of supply?

A bill of supply is issued when GST cannot be charged, such as for exempt goods or composition scheme suppliers. If you're under the composition scheme or selling exempt goods, use a bill of supply instead.

Can clients pay directly from my invoice?

Yes, if you add a UPI QR code or payment link. Most invoicing apps integrate with Razorpay, Instamojo, or PayU to enable this.

How do I generate e-invoices?

E-invoicing requires uploading invoice details to the Invoice Registration Portal (IRP) to get an Invoice Reference Number (IRN). Tools like myBillBook and Vyapar (paid plans) can generate e-invoices directly.

What happens if I make an error on an e-invoice?

Cancel it within 24 hours on the IRP (Invoice Registration Portal) and re-issue a new corrected invoice. After 24 hours, you'll need to issue a credit note instead.

Can I use these tools for my CA to file GST returns?

Yes. Most tools export data in JSON format compatible with the GST portal, or generate GSTR-1/GSTR-2B reports your CA can use directly.

What if my client doesn't have a GSTIN?

You can still invoice unregistered clients. For unregistered recipients with invoice value over Rs.50,000, additional recipient details like name, address, and place of supply are mandatory.

How long should I keep invoice records?

Under GST law, you must retain invoice records for at least 6 years from the due date of filing the annual return for that year.

Is there an invoice maker that works in Hindi or regional languages?

Yes. myBillBook and Vyapar support multiple Indian languages including Hindi, Tamil, Telugu, and Marathi.

Can I create recurring invoices for monthly clients?

Yes. Zoho Invoice, Refrens, and Invoice Ninja all support recurring invoices—useful for retainer clients or subscription-based services.

What's the best free invoice maker for a freelancer?

Refrens or Swipe. Both are simple, have professional templates, and don't overwhelm you with features you won't use.

Can I track which invoices are paid and unpaid?

Yes. All dedicated invoicing apps track payment status and show you outstanding amounts at a glance.

The Bottom Line

According to PayNearby's research, 65% of MSMEs now incorporate digital tools into their daily operations, and 68% acknowledge improvements in both their business and personal lives after digital adoption. Invoicing is one of the easiest places to start.

You don't need expensive software. Free tools like Zoho Invoice, Vyapar, myBillBook, and Swipe handle GST compliance, payment tracking, and professional formatting. Pick one based on your business type, create your first invoice today, and stop leaving money on the table with handwritten bills.

For most small businesses, Zoho Invoice offers the best combination of features and zero cost. If you need inventory management, go with Vyapar. If you need e-way bills, try myBillBook. If you just want the simplest possible solution, use Swipe.

Want to build this for your business?

If you want something more customized—like an invoicing system that connects to your booking calendar or calculates prices based on your specific service packages—QwikBuild can build exactly what you need. Just describe your requirements over WhatsApp, in text, voice note, or even by sharing a screenshot, and get a custom solution built for your business. No technical skills required, works entirely from your phone.