Free Google Sheets Invoice Templates

Google Sheets Invoice Templates

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

Who is a Google Sheets invoice template for?

Google Sheets invoice templates are suitable for individuals or businesses that need to bill clients for goods or services and prefer a spreadsheet format for their invoices.

How does a Google Sheets invoice template work?

A Google Sheets invoice template allows you to document the transaction details between two parties. The seller inputs information such as their contact details, the client's contact details, goods and services provided, pricing, taxes, discounts, and more.

How to create a Google Sheets invoice template?

You can create a Google Sheets invoice template in two ways: From scratch (Hard) or by using a template (Easier). If we want to save more time and you can skip templates all together and use an invoice generator (Easiest).

From scratch (The hard way)

The most complicated way to create a Google Sheets invoice template is to create one from scratch using, you guessed it, Google Sheets.

1. Open Google Sheets.
2. Create distinct sections for your details (sender) and the client's details.
3. Add a space for the invoice number, date sent, and due date.
4. Create a table with columns for item name, description, quantity, unit price, and line total.
5. Beneath the table, create fields for subtotal, taxes, discounts, and total amount due.
6. Consider using formulas to automatically calculate the total for each line item, the subtotal, and the grand total.
7. Customize the template with your brand colors or logo for a professional look.

What to include in your Google Sheets invoice template

Include the following sections and information in your Google Sheets 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 Google Sheets invoice template

To format and style your Google Sheets invoice template, start by utilizing cell borders. This helps in clearly separating different sections of the invoice for a cleaner and more structured look. Just as you would in Google Docs, use bold fonts or distinct colors for headers to make them stand out. When it comes to the layout, adjusting column widths can make a significant difference in ensuring that your invoice looks tidy and is easy to read. And, very importantly, always format your totals as currency. This not only provides clarity but also gives your invoice a professional touch, similar to how you'd approach it in Google Docs.

Save your Google Sheets invoice template.

Once you are satisfied with your Google Sheets invoice template, save it so you can use it again by following the steps below:

1. Open up Google Drive.

2. Select + New > New Folder:

3. Give the new folder a descriptive name like "Invoice Templates."

4. Select Create.

5. Select the three-dots menu or right click for the invoice template you created and choose Move to:

6. Select the folder you created and then click Move:

You can also move the invoice template into the folder using drag-and-drop.

Now the invoice template you created is saved in a descriptive folder so you can easily use it again.

When using it again, select File > Make a copy so you don't overwrite your invoice template.

Save your Google Sheets invoice as a PDF file

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

To save as a PDF file, follow the steps below:

1. Select File > Download > PDF document (.pdf)

Send your Google Sheets 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 Google Sheets invoice template

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

Cons: time-consuming, you need a Google account (is that really a con?), 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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Using a Template (Easier)

An easier way to create a Google Sheets invoice is to use a premade Google Sheets invoice template like the one at the top of this page (or the one you just created!). This way, all sections are already on it, and you need to enter your information and perform calculations.

For Google Sheets invoice templates using an embedded Google Sheets spreadsheet, the formulas should be in place, so you only need to enter the information, and the amounts are calculated for you. It is still good to double-check to make sure you are invoicing your client the correct amounts.

How to enter information into a Google Sheets invoice template

Enter the following information in your Google Sheets 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."

How the Auto-Calculations Work

Google Sheets invoice templates use built-in formulas to calculate amounts as you enter your invoice details. Add the quantity, hours, or units and the price for each line item, and the template calculates the line totals, subtotal, taxes, discounts, and final amount due automatically.

The formulas are already included, so you shouldn’t need to calculate each amount manually. Review the totals before sending the invoice, especially if you add or remove rows, change formulas, or customize the template.

Save and send it!

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

The pros and cons of manually creating your Google Sheets invoice template

Pros: Complete customization, spreadsheet capabilities (e.g., auto calculations), free to use.

‍Cons: Time-consuming, manual updates, potential for calculation errors if not set up correctly.

Using an invoice generator (Easiest)

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. Send a receipt if needed.
18. Add notes.
19. 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.

The pros and cons of using an invoice generator

Pros:

• Save time and create invoices fast.
• Keep invoices and client profiles organized.
• Send invoices from anywhere, at any time.
• Track payments and send payment reminders.
• Track when invoices are delivered, viewed, and downloaded by your clients
• Make automatic calculations.
• Send receipts
• Accept card, mobile wallet, and bank transfer payments
• Invoice in multiple currencies
• Automatically create invoices from estimates
• Create recurring invoices for repeat customers and ongoing services.

Cons:

• Fewer customization options.
• Cost.

The pros of using an invoice generator far outweigh the cons. The time savings alone are worth every penny with an affordable invoice generator like Invoicer.ai.

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The bottom line

Creating an invoice using a Google Sheets invoice template is a free way to create an invoice. With built-in calculations, it is better than using a Google Docs or Microsoft Word invoice template.

Are you looking for something easier and more professional? Use invoicing software like Invoicer.ai to save time, look professional, stay organized, and get paid fast.

Once the invoice is ready, you can send or schedule it to send, track it, and get paid.

Create an Invoice with Invoicer.ai

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