Free Nonprofit Invoice Generator

How to Create a Nonprofit Invoice

Use this free nonprofit invoice generator to prepare invoices for program services, event registrations, sponsorships, consulting, merchandise, or other amounts your organization bills. Enter your organization and recipient details, add each line item, review the totals, and print or save the finished invoice as a PDF.

1. Add your nonprofit’s information

Include the legal or commonly used organization name, contact information, mailing address, and a unique invoice number. Consistent invoice numbering makes it easier to organize records and follow up on outstanding balances.

2. Enter the client, sponsor, or recipient

Identify the person or organization responsible for payment. Add a billing address and email when available so the invoice can be delivered and matched to the correct account.

3. Describe services and amounts clearly

Use a separate line for each service, product, event fee, or other charge. Specify the quantity and rate so the recipient can understand how the amount was calculated. You can also record a discount, grant credit, or payment already received.

4. Review tax, payment terms, and notes

Enter a tax rate only when applicable. Nonprofit status does not automatically make every transaction tax-exempt, and rules vary by jurisdiction and transaction. Add a due date, payment instructions, and any appropriate acknowledgment or tax-related wording approved by your organization.

5. Print or save as PDF

Select Print / Save as PDF. In your browser’s print dialog, choose a printer or “Save as PDF.” Review the document before sending it to the recipient.

What Is a Nonprofit Invoice?

A nonprofit invoice is a document requesting payment for goods, services, fees, or other amounts owed to a nonprofit organization. It typically identifies the organization and recipient, describes the items being billed, shows the total due, and explains when and how payment should be made.

An invoice is different from a donation receipt. An invoice generally requests payment; a donation acknowledgment records a contribution that has already been made. Use the document that matches the transaction and your organization’s accounting process.

What Should a Nonprofit Invoice Include?

• Organization name and contact details
• A unique invoice number and issue date
• Recipient or customer name and billing details
• Clear descriptions, quantities, and rates
• Subtotal, applicable taxes, discounts, payments, and balance
• Payment due date and accepted payment instructions
• Relevant project, event, grant, or purchase-order reference
• Appropriate nonprofit or tax-related notes, when applicable

Nonprofit Invoice vs. Donation Receipt

Use an invoice when your organization is asking a customer, sponsor, or partner to pay an amount for a service, product, or agreed fee. Use a donation acknowledgment when documenting a charitable contribution. A payment connected to sponsorship, event benefits, goods, or services may require additional review before describing it as fully deductible.

Benefits of Using an Invoice Generator

• Save time: Calculate line totals, tax, credits, and balances automatically.
• Improve clarity: Present charges and payment terms in a consistent format.
• Support recordkeeping: Use invoice numbers and dates to organize billing records.
• Look professional: Create a clean document for donors, sponsors, clients, and vendors.
• Keep control of your data: This page performs calculations in your browser; it does not submit invoice fields to a server.

Frequently Asked Questions