Free Excel Invoice Template

Step by step

How to make an invoice in Excel

1. 1

   Download the Excel invoice template above and open it in Microsoft Excel (or any spreadsheet app).

2. 2

   Replace the bracketed placeholders with your business name, address, and contact details, then add your client’s details, an invoice number, and the dates.

3. 3

   Enter each product or service on its own row with a quantity and rate - the Amount column multiplies them automatically with a built-in =Qty×Rate formula.

4. 4

   The Subtotal and Total cells update on their own using the =SUM() formula; add your tax rate on the Tax line if you charge sales tax.

5. 5

   Save a copy for your records and export to PDF (File → Save As → PDF) before emailing it to your client.

What to include

What goes on an Excel invoice?

Pro tips

Excel invoicing tips that get you paid faster

• Keep the built-in formulas intact - edit the quantity and rate cells and let the Amount and Total update themselves.

• Duplicate the row to add more line items, and the SUM range will usually extend automatically.

• Always export to PDF before sending so the layout looks the same on every device and can’t be edited by the client.

• Save a clean copy as your master template and use “Save As” for each new client so you never overwrite it.

• If you send more than a few invoices a month, an invoicing tool tracks paid/unpaid status for you - something a spreadsheet can’t do.

FAQs

Common questions about excel invoices