What is a Tax Invoice? Features & When to Use One
A tax invoice is a special invoice used for VAT/GST/sales tax compliance. Learn what a tax invoice is, its must-have features, when it is legally required, and how to create one easily for free.
If you run a business, sell products or services, and deal with VAT, GST, or sales tax, you’ve probably heard the term “tax invoice.” It looks similar to a normal invoice, but it has special rules and extra details.
A tax invoice is not just any bill—it is a specific document that helps both you and your customer handle tax correctly. In many countries, using the wrong type of invoice (or missing key information) can cause problems with tax authorities, block your customer from claiming tax credits, or even lead to penalties.
This guide explains in simple English:
What a tax invoice really is
The most important features it must have
When you are required to issue one
When you don’t need one
How to create a tax invoice quickly and correctly using GenerateInvoice.net (free, no signup for basics)
What Exactly Is a Tax Invoice?
A tax invoice is an official invoice that clearly shows the tax amount (VAT, GST, sales tax, etc.) charged on the sale. It is designed so:
The seller (you) can prove that they collected the correct tax
The buyer (your customer) can claim back the tax they paid (called input tax credit) if they are also registered for VAT/GST
Unlike a regular invoice, a tax invoice must follow strict rules set by the tax authority in your country. It usually has to include the words “Tax Invoice” very clearly at the top so everyone knows it is the official version for tax purposes.
Main Features a Tax Invoice Must Have
Every tax invoice needs these key parts to be valid. Missing even one can make it useless for tax credits or audits.
The words “Tax Invoice” must appear prominently (in large, bold type) at the top. This is the most important rule — without it, the document is not a tax invoice.
Your (seller’s) full details
Legal business name
Physical address
Phone number or email (optional but recommended)
Tax registration number (VAT number, GSTIN, TIN, etc.)
Buyer’s details
Name and company name
Address
Their tax registration number (very important for B2B sales, so they can claim credit)
Unique invoice number. Each tax invoice must have its own sequential number (e.g., TI-001, TI-002). Numbers cannot repeat or skip.
Date the invoice was issued. Also include the due date if payment is not immediate.
Clear description of goods or services. Write exactly what was sold or done. Be specific — “Website design – 5 pages” is better than “Design work”.
Quantity and unit price: Show how many items or hours and the price per unit.
Tax information
Tax rate (e.g., 7.5% VAT, 18% GST)
Tax amount for each line item
Total tax amount
Whether tax is included or added separately
Total amount payable: Show subtotal (before tax), total tax, and final grand total clearly.
Payment terms
When payment is due
Accepted payment methods (bank transfer, PayPal, etc.)
Many countries also recommend adding notes like “This is a tax invoice” or “Subject to terms and conditions”.
When Must You Issue a Tax Invoice?
Rules differ by country, but here are the most common situations:
You sell to another VAT/GST-registered business (B2B sales). Almost every country requires a tax invoice for B2B transactions above a small amount.
The sale is above a certain value. Examples:
India (GST) → usually required for most B2B sales
Nigeria (VAT) → required when selling to another VAT-registered person or company
European Union (VAT) → mandatory for B2B supplies
Australia, South Africa, UAE → similar B2B rules
Your business is registered for VAT/GST. If you charge VAT/GST, you usually must issue tax invoices to registered buyers.
You normally do not need a tax invoice for:
Sales to regular consumers (B2C) — a simple receipt or regular invoice is enough
Very small sales below your country’s minimum threshold
Exports (special export invoice rules usually apply)
Always check your local tax office website (e.g., FIRS in Nigeria, HMRC in the UK, SARS in South Africa) for the exact rules that apply to you.
Why Proper Tax Invoices Matter
Your customer can reduce their own tax bill by claiming the tax they paid you
You stay compliant and avoid fines
Your records are clear and ready for audits
Business clients prefer working with suppliers who issue correct tax invoices
How to Create a Tax Invoice Easily & Free
You don’t need expensive software. GenerateInvoice.net lets you make proper tax invoices quickly.
Steps:
Choose any template (modern or simple ones work best)
Add your business details → include your VAT/GST/TIN number
Enter the client’s name, address, and their tax number (if they have one)
Add items → set the correct tax rate per line or overall
Type “TAX INVOICE” in big letters at the top (use the notes or header field)
Fill payment terms and bank details
Preview → Download PDF instantly or copy shareable link
Send it to your customer
The tool automatically calculates tax and totals, so you avoid mistakes.