Word Invoice Template

Word Invoice Templates

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

Who is a Word invoice template for?

Word 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 a Word invoice template work?

A Word invoice template works by providing an official document of goods and services purchased from one party to another. The sending party fills in the Word 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 a Word invoice template?

You can create a Word 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 a Word invoice template is to create one from scratch using Microsoft Word.

What to include in your Word invoice template

Include the following sections and information in your Word 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 Word invoice template

Once you have all of that information, create sections in your word processing 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 Word invoice template.

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

Save your Word invoice as a PDF file

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

Send your Word 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 Word invoice template

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

Cons: time-consuming, you need word 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.

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Using a Template (Easier)

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

For Word invoice templates using an embedded Microsoft Excel 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 Word invoice template

Enter the following information in your Word invoice template sections:

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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 to Use a Word Invoice Template

Save and send it!

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

The pros and cons of using a Word invoice template

Pros: you only need to enter the information. you can style the template how you like. it is free.

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

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. 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.

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.
• Make automatic calculations, and so much more.

Cons:

• Fewer customization options
• Cost money

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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Word Invoice Templates FAQ

Word invoice templates make it easy to create professional invoices for your business. They're simple to use, customizable, and perfect for sharing with clients.

This FAQ covers common questions about downloading, customizing, and using Word invoice templates. We’ll also explore how to get started with Word invoice templates and share tips for making them fit your needs so you can handle invoicing with ease.

What is a Word invoice template?

A Word invoice template is a pre-formatted document designed to help businesses and individuals create professional invoices using Microsoft Word.

These templates offer sections for essential details such as sender and recipient information, item descriptions, quantities, prices, taxes, and totals. Word templates are customizable and easy to edit.

Getting started with a Word invoice template is quick and easy! Follow the steps below:

1. Download the Template

• Browse through our collection of free Word invoice templates and select the one that fits your needs.
• Click the "Download" button to save the template file to your computer.

2. Open in Microsoft Word

• Locate the downloaded file on your device and double-click to open it in Microsoft Word (or a compatible word processor like Google Docs).

3. Customize the Template

• Update the fields with your business information, such as name, address, phone number, and email.
• Enter your client's details, including their name, address, and contact information.
• List the products or services provided, along with their descriptions, quantities, and prices.
• Adjust the invoice date, due date, and invoice number as needed.

4. Check the Formatting

• Ensure the alignment, font size, and layout look professional and clear.
• Add your company logo or branding if desired.

5. Save and Export

• Save the edited invoice in Word format for future updates.
• Export the document as a PDF to ensure your client receives a non-editable version.

6. Send to Your Client

• Email the PDF invoice directly to your client or print it for physical delivery.

Are there free Word invoice templates available?

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

Can I customize a Word invoice template to match my brand?

Yes. Word 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 give the invoice a professional appearance.

What are the advantages of using invoice templates in Word format?

Using Word invoice templates offers several benefits:

• Time-Saving. Pre-designed templates reduce the time required to create invoices from scratch every time.
• Customization. You can customize your Word template to reflect your brand identity.
• Professional Appearance. Pre-designed layouts help with creating polished and consistent invoices.
• Offline Access. Work on invoices anytime, even without an internet connection.
• Export Options. Easily save your invoice as a PDF for sharing.

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

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

Yes, Word invoice templates are versatile and can be used in various industries and business types. Freelancers, consultants, retailers, and service providers can easily find and customize a Word invoice template to meet their specific invoicing needs.

How do I know if the details in my Word invoice template are accurate?

To make sure the details in your Microsoft Word invoice template are accurate, follow the steps below:

• Use Tables. Utilize tables to organize information for clarity and accuracy.
• Double-Check Entries. Verify that all data entries, such as quantities and prices, are correct.
• Review Totals. Manually confirm calculations, as Word does not have automated formulas.
• Proofread. Review for any typos or errors before finalizing the invoice.

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

Can my Word invoice be converted into a PDF?

Yes, you can convert your Word invoice into a PDF. After completing the invoice in Word, 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 Word to create invoices?

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

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

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

When choosing a Word invoice template, look for a clean, professional layout with customizable fields for personalization.

The template should include pre-designed tables for organizing itemized details and clearly labeled sections for essential information like taxes, payment terms, and contact details. Compatibility with various versions of Microsoft Word is also important.

Can Word invoice templates include multiple pages?

Yes, Word invoice templates can accommodate multiple pages. If you have a detailed invoice with many line items, Word will automatically adjust to include them on additional pages, ensuring all information is properly formatted.

Are Word invoice templates mobile-friendly?

Word invoice templates are primarily designed for use on computers, but they can be edited on mobile devices using compatible apps like Microsoft Word for Mobile or Google Docs. However, for best results, use a desktop for precise formatting.

Can I add payment links to my Word invoice template?

Yes, you can add payment links in your Word invoice template by including hyperlinks to payment portals (e.g., PayPal or Stripe). Clients can click the link directly from the PDF version of your invoice.

How do I print a Word invoice template?

To print a Word invoice:

1. Open the completed invoice in Microsoft Word.
2. Ensure all fields are filled and formatted correctly.
3. Click on 'File' > 'Print' and choose your printer settings.
4. Print the document for physical delivery.

Are Word invoice templates suitable for tax-compliant invoicing?

Yes, Word invoice templates can be used for tax-compliant invoicing as long as they include fields for tax rates, tax amounts, and your tax identification number. Be sure to update the template to meet your local tax regulations.

How do I make sure my Word invoice template stays consistent across multiple invoices?

To maintain consistency:

1. Use the same base template for all invoices.
2. Lock your design by saving a read-only version of the template.
3. Only edit the fields necessary for each new invoice, such as client details and item descriptions.

What are the advantages of saving a Word invoice template as a PDF?

Saving a Word invoice template as a PDF ensures that your invoice maintains its formatting and becomes non-editable. This makes it more professional and secure for sharing with clients, as the details cannot be accidentally altered.

Can I reuse the same Word invoice template for multiple clients?

Yes, you can reuse the same Word invoice template for multiple clients. Save a master copy of the template and duplicate it for each new client or invoice. Also, update all client-specific details to avoid errors.

What should I avoid when creating a Word invoice template?

Avoid these common mistakes:

1. Leaving out important information like payment terms or invoice numbers.
2. Using inconsistent fonts or layouts can make the invoice look unprofessional.
3. Forgetting to proofread for errors before sending the invoice.

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Upgrade to a Smarter Invoicing Tool

Word invoice templates can be a convenient way to get started, but they can quickly become frustrating. Are you spending too much time formatting? Are you confident the layout looks professional, and the calculations are correct? Managing invoices this way often takes more time and effort than it should.

‍Invoicer.ai makes invoicing much more simple. With our invoicing software, you can create accurate, professional invoices in minutes without worrying about formatting or manual calculations. With an intuitive editor, automatic calculations, and tools to track, sort, and manage your invoices, our invoicing software makes the entire process easier.

Features like online payments, automatic reminders, and expense management with data extraction will also save you time and help you get paid faster. Plus, you’ll always know the status of your invoices—whether they’ve been delivered, viewed, or paid.

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