Free Word Invoice Templates

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.

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.

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:

Create an Invoice with Invoicer.ai

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."

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, or generate a polished follow-up in seconds with our free Payment Reminder Generator.
• 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.

How to Download a Word Invoice Template

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 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

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.

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.

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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.

Once the invoice is ready, you can schedule it to send when it makes the most sense for the job or your billing routine.

Create an Invoice with Invoicer.ai

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