Invoice, Quote & Expense FAQ

No. Every invoice, quote, and expense report is built entirely in your browser tab — the form data, the live preview, and the PDF itself. Nothing is sent anywhere while you fill in the form or generate a PDF. The "Email invoice"/"Email quote" buttons don't change that either — they hand the PDF to your own device's share sheet or email app, they don't send it through a server of ours. The only network requests this page ever makes go to Stripe, and only if you choose to subscribe.

Yes — the "Email invoice" button on the Invoice tab and "Email quote" on the Quote tab, next to "Generate & Download PDF". On browsers that support it (mostly mobile, some desktop Chrome/Edge with a mail app set up), it opens your device's native share sheet with the PDF already attached — pick your mail app and it's ready to send. Where that's not supported, it downloads the PDF exactly like the regular button and opens a pre-filled email in your own email client instead, with a reminder to attach the PDF that just downloaded, since a plain email link can never attach a file for you. Either way, nothing goes through a server of ours — it's a hand-off to software already on your device.

In your browser's localStorage, on your device only — not on a server, not in an account. That's also why it doesn't follow you between browsers or devices: clearing your browser data, using a different browser, or switching devices starts you with a blank profile again — unless you've downloaded a backup first (see the next question).

Yes — the "Backup & restore" panel near the bottom of the page downloads your company profile, invoice/quote numbering, and time-tracker log as a single .json file. Re-import that file on this browser or any other browser/device to restore them exactly. It never includes your subscription status or free-action count, so a backup file can't be used to unlock paid features without actually paying.

It's off by default. Switching it on adds a VAT rate row (defaulting to the standard 20%, editable for reduced or zero rates), recalculates your subtotal and total live, retitles the document "VAT INVOICE", and marks your VAT registration number field as required — HMRC requires that number to appear on every VAT invoice. It's a calculator, not a compliance service: it doesn't validate your VAT number or check that VAT invoicing is the right choice for your situation, so if you're unsure, check with an accountant.

£ GBP, $ USD, € EUR, ¥ JPY, and ฿ THB, switchable from a dropdown that drives every total across all three tabs — Invoice, Quote, and Expense Report. One quirk: Thai Baht prints as the text "THB" rather than the ฿ symbol in the downloaded PDF — the PDF library's built-in fonts don't support that character, and "THB" renders correctly everywhere rather than showing as garbled bytes.

No hard limit. Add as many line items, or as long a notes/payment-terms section, as you need — the PDF automatically continues onto additional pages rather than cutting content off at the bottom of the page.

Yes — the Quote tab has a "Convert to Invoice →" button that copies the client details, every line item, and the VAT setting straight into a new invoice, so once a client accepts you're not retyping anything. It's a one-time copy, not a live link: editing the invoice afterward doesn't change the original quote, or vice versa.

30 days from the issue date by default, and editable per quote if you need longer or shorter. The generated PDF always states the validity date and a note that prices are estimates and may change after that date.

Yes — the "Chase" tab calculates statutory late-payment interest and generates a formal chase letter PDF for an overdue invoice. It applies the Late Payment of Commercial Debts (Interest) Act 1998: 8% above the Bank of England base rate (a field you can edit, since the base rate changes over time), plus a fixed statutory compensation fee banded by debt size (£40/£70/£100). This only applies to UK business-to-business debts, not consumer debts, and can be varied or excluded by contract in some cases — not legal advice, and worth a solicitor's involvement before pursuing formal recovery action.

Yes — the "CIS" tab generates a Construction Industry Scheme Payment and Deduction Statement, using the same field layout as HMRC's own CIS statement: contractor details, subcontractor details and UTR, gross amount paid, cost of materials, and the amount deducted at 20% (registered), 30% (unverified), or 0% (gross payment status). It's for your own records and to give to your subcontractor — it doesn't file anything with HMRC, so you still need to submit your monthly CIS300 return separately, and you should confirm each subcontractor's deduction rate via HMRC's CIS verification service before generating a statement. Not tax advice.

Yes — the "Time Tracker" tab has a start/stop timer plus a manual-entry form, both logged with a project/client name, description, hours, and hourly rate. Tick the entries you want to bill, click "Add selected to Invoice →", and each one is copied onto the Invoice tab as its own line item (description, hours as quantity, and rate as price) ready to review and generate. Tracking time and running the bridge is free with no trial or subscription needed — only actually generating a PDF requires an active trial, subscription, or lifetime purchase, same as everywhere else in this tool. Entries you've billed this way are marked "Invoiced" and kept (not deleted) so your log stays a complete history, and the timer survives a page reload or closed tab — it keeps counting from when you started it, not from when you next look at the page.

No sign-up or account with us — but generating any document (invoice, quote, expense report, chase letter, or CIS statement) now requires an active free trial, subscription, or lifetime purchase, so you'll go through Stripe Checkout first, which does ask for a card. That's the only information you'd ever give us, and it goes straight to Stripe, not to us.

Start with a 7-day free trial (card required, nothing charged until day 8) covering all five document types — invoices, quotes, expense reports, chase letters, and CIS statements. After the trial it's £5/month for unlimited use across all five. Cancel anytime during the trial and you won't be charged at all. Prefer not to have a recurring charge? A one-time £25 lifetime purchase unlocks the same unlimited access, paid once, no trial needed, no recurring charges.

No. Stripe holds your card details but doesn't charge anything until the trial ends on day 8. Cancel any time before then from "Manage or cancel subscription" (shown once your trial is active) and you'll never be charged. We ask for a card up front because that's what makes the trial a real one — rather than a resettable browser counter, which is how the old one-free-document model worked.

Click "Manage or cancel subscription" — it appears next to the subscribed badge once unlocked in that browser. It opens Stripe's own billing portal, where you can see your next renewal date and cancel in a couple of clicks, no email needed. It only works in the same browser you subscribed in, since there's no account here — if that's not available, email pdftoolkit@icloud.com and we'll cancel it for you.

No. Free or subscribed, the PDF you download has no watermark, logo, or branding added to it — just your own company details, your own logo if you upload one, and the invoice or expense data you entered.

Yes — upload a PNG or JPG and it appears in the live preview and the generated PDF, next to your company name. It's kept in your browser's localStorage alongside the rest of your company profile, not uploaded anywhere.

They're sibling products from the same maker, sharing a visual style and the "nothing uploaded" approach, but they're separate: separate page, separate subscription, separate trial. PDF Toolkit merges, compresses, resizes, and rotates existing PDFs; this tool creates new invoices, quotes, and expense reports from scratch.

It's built for freelancers and sole traders who just need to send a clean, professional invoice, quote, or expense report without a full accounting subscription — it doesn't track payments, sync with a bank, chase overdue invoices, or file anything with HMRC. If you need that, it's a complement to proper accounting software, not a replacement for it.

It should — the layout adapts down to a single column on a small screen — though it hasn't been formally tested across a wide range of mobile hardware yet.