Excel Invoice Templates

Excel Invoice Templates

Here is everything you need to know about Excel invoice templates. Who they are for, how they work, what to put in them, and most importantly, how to create an Excel invoice template.

Who is an Excel invoice template for?

Excel invoice templates are for people or businesses who need to invoice a client for goods or services and only need a basic invoice to send.

How does an Excel invoice template work?

An Excel invoice template works by providing an official document of goods and services purchased from one party to another. The sending party fills in the Excel invoice template with all of the details regarding the transaction: including their contact info and their client's contact info, good and services provided, cost of items, taxes, discounts, deposits, terms, due date, invoice number, and anything else pertinent.

How to create an Excel invoice template?

You can create an Excel invoice template in three ways: From scratch (Hard), Using a template (Easier), and using an invoice generator (Easiest).

From scratch (The hard way)

The most complicated way to create an Excel invoice template is to create one from scratch using Microsoft Excel.

What to include in your Excel invoice template

Include the following sections and information in your Excel invoice template:

1. Sender's information: your name or company name, address, and phone number.
2. Client information: your client's name or company name, address, and phone number.
3. Invoice number: An invoice number so you can easily refer to the invoice.
4. Date sent: the date you sent the invoice.
5. Due date: a due date to let the client know when they need to pay the invoice.
6. Reference number: a reference number if applicable.
7. Item name: the name of the goods and services provided
8. Item description: a description of the goods and services provided.
9. Item cost: the cost and quantities of the goods and service provided.
10. Quantity: the number of each item.
11. Line total: the item cost multiplied by the quantity.
12. Subtotal: the total amount of all items
13. Tax: any taxes (if applicable).
14. Discounts: Any discounts (if applicable).
15. Total: the subtotal, minus discounts, plus taxes.
16. Deposits: any deposits (if applicable).
17. Payments: any payments (if applicable).
18. Amount due: Total, minus deposits, minus payments.
19. Terms: for official language like how to pay, how late payments are handled, and anything else of an official nature.
20. Notes. You can say things like, "Thanks for your business."

How to format and style your Excel invoice template

Once you have all of that information, create sections in your Microsoft Excel spreadsheet software to enter the data. Pay special attention to the layout and formatting. Do a print preview so you can see how it will look if you or your client prints the invoice.

Triple check your calculations to make sure you are charging them the correct amount and have applied taxes, discounts, and deposits correctly. Style it with your choice of font, colors, and logo.

Save your Excel invoice template.

Once you are satisfied with your Excel invoice template, save it so you can use it again.

Save your Excel invoice as a PDF file

We also recommend saving your completed Excel invoice as a PDF file for easy sending.

Send your Excel invoice template.

Now you can send it to your client by email, text message, or print and mail it. We recommend email or text since it is the fastest way to get the invoice to your client. Getting it in their hands faster means you should get paid faster.

When in doubt, you can always pick up the phone and call them to make sure they received the invoice.

ℹ Did you know, you can automatically track your sent invoices and estimates with Invoicer? That way you don't need to ask your client if they received an invoice. Try it now.

The pros and cons of manually creating your Excel invoice template

Pros: you have complete control of the look and layout, and it doesn't cost you anything.

Cons: time-consuming, you need Microsoft Excel processing or spreadsheet software, harder to stay organized, keep track of invoices, you need to perform calculations manually, you need to format an invoice manually, and it is difficult to know the invoice status.

Create an Invoice with Invoicer.ai

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How to enter information into an Excel invoice template

Enter the following information in your Excel invoice template sections:

1. Your name or company name, address, and phone number.
2. Your client's name or company name, address, and phone number.
3. An invoice number so you can easily refer to the invoice.
4. The date you sent the invoice.
5. Due date to let the client know when they need to pay the invoice.
6. A reference number if applicable.
7. The name of the goods and services provided.
8. A description of the goods and services provided.
9. The cost and quantities of the goods and service provided.
10. The quantity of each item.
11. The item cost multiplied by the quantity.
12. The total amount of all items
13. Any taxes (if applicable).
14. Any discounts (if applicable).
15. The subtotal, minus discounts, plus taxes.
16. Any deposits (if applicable).
17. Any payments (if applicable).
18. The amount due.
19. In terms enter how to pay, how late payments are handled, and anything else of an official nature.
20. In the notes section, you can say things like, "Thanks for your business."

Save and send it!

Once you are happy with your Excel invoice, save it and send it so you can get paid for your hard work.

How to create an invoice using an invoice generator

By far the easiest way to create an invoice is by using an invoice generator. An invoice generator guides you through the invoice creation process, performs calculations automatically, and makes it very easy to send and manage invoices. You can even track your invoices, send late payment reminders, manage items, and receive online payments!

Create an invoice for free using the Invoicer.ai invoice generator

How to create an invoice using an invoice generator

To create an invoice using Invoicer.ai, watch the video above and follow the steps below.

Note, the information you enter is automatically saved for you so you do not need to enter it again. This is useful when you create new invoices for the same client and items.

1. Go to app.invoicer.ai
2. Enter your information into the invoice editor (note, click or tap the New Invoice button if you are not on the Invoice Editor screen)
3. The invoice is called INVOICE in the top left. You can edit this to whatever you like. For example, you can call it a RECEIPT or BILL OF SALE.
4. Enter your name or company name, address, and phone number.
5. Enter your clients name, address, and phone number.
6. The date issued is automatically populated with the date you create the invoice on. You can adjust as needed.
7. The due date is automatically populated 30 days (net 30) from the issue date. You can adjust as needed.
8. The invoice number is automatically populated. You can adjust as needed. Note, you cannot use the same invoice number twice.
9. Enter a reference value if needed (optional).
10. Under Description, enter the item name and details.
11. Enter the rate (amount of the item). You will notice the Amount Due automatically updates for you.
12. A default quantity of 1 is used. Adjust as needed.
13. Add a discount if needed as a percent or dollar amount. Note, you can add as many discounts as you want here and name them whatever you like.
14. Add tax. Note, you can add multiple taxes and name them whatever you want. We recommend adding your business tax number here if you have one. For example, GST (#12345678).
15. Add a deposit if needed as a percent or dollar amount. Note, you can add as many deposits as you want here and name them whatever you like. This is handy if you have a large job and need the client to send deposits as the work progresses.
16. Add a payment if you have received any. You can add multiple payments and their dates here.
17. Add notes.
18. Add terms.

Done!

If you haven't signed up yet you will need to create a free account to download a PDF and send your invoices. Once you are signed up you can access your invoices from any device.

Once you are happy with your invoice you can click View Stub to see what the stub view looks like. The stub view is a summary of the invoice and it is what the client sees when they view the invoice from email.

You can also click the PDF button to download and view a PDF version of the invoice.

If everything looks good, click the Send button to send your invoice to your client or email or text the PDF version.

Excel Invoice Templates FAQ

Excel invoice templates are a simple way to create clear and professional invoices for your business. They come ready-made with sections for all the important details and can even handle calculations for you.

This FAQ answers common questions about downloading, using, and customizing Excel invoice templates so you can make your invoicing quicker and easier.

What is an Excel invoice template?

An Excel invoice template is a pre-formatted spreadsheet created to help businesses and individuals create professional invoices using Microsoft Excel.

These templates include sections for important details such as sender and recipient information, item descriptions, quantities, prices, taxes, and totals. They often come with built-in formulas to automate calculations as well.

How to use an Excel invoice template

Follow these simple steps below to start using our Excel invoice templates:

1. Download the Template

• Browse our collection of free Excel invoice templates and select one that you like.
• Click the "Download" button to save the file to your device.

2. Open in Excel

• Open the downloaded file in Microsoft Excel (or a compatible spreadsheet program like Google Sheets).

3. Customize the Template

• Fill in your business information (name, address, contact details).
• Add your client's details, such as name and contact information.
• List all the services or products provided, along with their prices.
• Update the invoice number and date fields as needed.

4. Check the Totals

• Double-check to make sure the built-in formulas correctly calculate totals, taxes, and any discounts.

5. Save and Send

• Save the completed invoice in Excel or export it as a PDF.
• Send the Excel invoice via email to your client or print it for physical delivery.

Are there free Excel invoice templates available?

Yes, there are many free invoice templates in Excel available online. These templates are suitable for different industries and design preferences. You can pick the one that best fits your business needs.

Can I customize an Excel invoice template to match my brand?

Absolutely. Excel invoice templates are customizable. You can modify fonts, colors, and layouts to align with your brand identity. You can also add your company logo and any other relevant information to your Excel invoice to give it a professional appearance.

What are the advantages of using Excel invoice templates?

Using Excel invoice templates offers several benefits:

• Time-Saving. Pre-designed templates reduce the time required to create invoices from scratch every time.
• Automated Calculations. Built-in formulas handle calculations, minimizing errors.
• Customization. You can customize your Excel invoice template to reflect your brand identity.
• Organization. Digital invoices are easy to store and manage.
• Accessibility. Excel is widely used and accessible across different devices.

These advantages make Excel invoice templates a popular choice for many businesses.

Can I use Excel invoice templates for different types of businesses?

Yes, Excel invoice templates are versatile and can be adapted for various industries and business types. Freelancers, consultants, retailers, or service providers can all find a suitable Excel invoice template and customize it to suit their invoicing requirements.

How to make sure the calculations in my Excel invoice template are accurate?

To make sure the calculations in your Excel invoice template are accurate, follow the steps below:

• Use Built-in Formulas. Use Excel templates with pre-set formulas for calculations.
• Double-Check Entries. Verify that all data entries, such as quantities and prices, are correct.
• Test the Template. Input sample data to test the calculations before using it for actual invoicing.
• Regular Updates. Keep your template updated to comply with any changes in tax rates or business requirements.

By following these steps, you can maintain the accuracy of your Excel invoices.

Can I convert my Excel invoice into a PDF?

Yes, you can convert your Excel invoice into a PDF. After completing the invoice in Excel, go to 'File'> 'Save As' and select PDF as the file format. This way, your invoice will be easily shareable and maintain its formatting across different devices and platforms.

Are there alternatives to using Excel for creating invoices?

Yes, there are alternatives to using Excel for creating invoices, including:

• Invoice Generators. Invoicing software tools like Invoicer.ai help you to create and send invoices quickly.
• Microsoft Word Templates. Explore our ready-made Free Word templates.
• PDF Templates. Use PDF templates for a professional and shareable format.

What features should I look for in a good Excel invoice template?

When choosing an Excel invoice template, look for features like built-in formulas for automatic calculations, customizable fields for branding, and sections for essential details such as taxes, payment terms, and contact information.

What is the difference between an Excel invoice template and other invoice formats?

An Excel invoice template provides built-in formulas for automatic calculations, which is ideal for users who need to handle complex invoicing with tax or discount calculations. Unlike Word or PDF formats, Excel templates allow for dynamic updates and are a better fit for tracking numbers or creating large quantities of invoices efficiently.

Can I use Excel invoice templates for international clients?

Yes, Excel invoice templates are versatile and can be customized to suit international clients. You can update the currency symbol, tax rates, and language fields to meet the requirements of specific countries or regions.

Are Excel invoice templates compatible with Google Sheets?

Yes, most Excel invoice templates are compatible with Google Sheets. Just upload the Excel template to your Google Drive and open it using Google Sheets. However, some advanced Excel features or formulas may require adjustments in Google Sheets.

What should I include in an Excel invoice template for services?

When creating an invoice for services, make sure to include the following details are included:

• Your business name, logo, and contact details.
• Client's name and contact information.
• Description of the services provided.
• Date of service completion and invoice issue date.
• Payment terms, due date, and accepted payment methods.
• Total cost, including taxes or discounts (if applicable).

How can I make an Excel invoice template look professional?

To make your Excel invoice template professional, follow the steps below:

1. Use a clean and consistent design.
2. Include your business logo and branding.
3. Check for alignment, spacing, and font consistency.
4. Make sure all essential fields (e.g., invoice number, date, client details) are present and formatted neatly.
5. Use a professional email signature or cover note when sending the invoice.

How can I protect my Excel invoice template from unauthorized edits?

To prevent unauthorized edits:

• Use Excel's "Protect Sheet" feature to lock specific cells or the entire worksheet.
• Save the invoice as a PDF before sharing it with clients to maintain its formatting and prevent changes.
• Use password protection for the Excel file if you need to send it in an editable format.

What are the best practices for using Excel invoice templates?

1. Regularly back up your templates to prevent data loss.
2. Keep templates organized by client or project for easy access.
3. Update tax rates and other legal requirements to comply with regulations.
4. Test the template with sample data to ensure calculations are accurate.
5. Use consistent invoice numbering for better record-keeping.

Are Excel invoice templates suitable for recurring invoices?

Yes, Excel templates can be used for recurring invoices. You can save a copy of the original template with the client's information pre-filled and update it each billing cycle.

Do Excel invoice templates work for multi-currency transactions?

Yes, Excel invoice templates can be customized for multi-currency transactions. You can:

1. Update the currency symbol in the template.
2. Add a conversion rate field to calculate the equivalent amount in the client's currency.
3. Clearly label the currency used to avoid confusion.

How often should I update my Excel invoice template?

Update your Excel invoice template regularly, especially when:

• Tax rates or legal requirements change.
• You rebrand your business or update your logo.
• You identify inefficiencies or errors in your template.
• You want to add new features, such as additional fields or better formatting.

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Upgrade to a Smarter Invoicing Tool

Excel templates can be a good start, but they often come with extra stress. Are you confident your numbers are right? Does the invoice look professional? Are you spending too much time managing it all?

Invoicer.ai takes the hassle out of invoicing by making it easy to create professional, accurate invoices and keep everything organized. With an intuitive editor, automatic calculations, and tools to track, sort, and manage your invoices, our invoicing software makes the entire process easier.

With online payments, reminders, and expense management that includes automatic data extraction, you'll save time and get paid faster. Plus, you'll always know when your invoices are delivered, viewed, or paid.

Create an Invoice with Invoicer.ai

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