A free, editable invoice template for service businesses, with a sample invoice and a pre-send checklist. No email required.
Word, Excel, Google Docs and PDF. No email required.
Last updated
Brightwater Housing, with contact, address and PO reference.
Needs review: Interviews with six managers and HR. Fixed fee at $950.00.
$9,230.00, due in 14 days.
Bank transfer details or a card payment link, and your late payment terms.
An invoice is a dated, numbered request for payment for goods or services you’ve provided. For a service business it does three jobs: tells the client what they owe and by when, matches the work they approved, and creates the record you and they need for accounts and tax.
| Section | What to write |
|---|---|
| Header | The word “Invoice”, a unique invoice number, the invoice date and the due date. |
| From | Your business name, address, email and, if registered, your tax or VAT number. |
| Bill to | The client’s business name, contact, address and any PO or reference. |
| Line items | Each service, with a short description, quantity or time, rate and amount. |
| Totals | Subtotal, discounts, tax (if you charge it) and the total due, with the currency. |
| Payment | Terms, bank details or a payment link, and late payment terms. |
Tax rules differ by country. If you’re registered for VAT or sales tax, check what your tax authority requires on an invoice; the VAT invoice template covers the UK requirements.
| Item | Description | Qty / time | Rate | Amount |
|---|---|---|---|---|
| Needs review | [Interviews with six managers and HR] | [Qty] | [Rate] | [Amount] |
| Programme design | [Four workshop outlines and materials] | [Qty] | [Rate] | [Amount] |
| Workshop delivery | [Half-day sessions, up to 12 people each] | [Qty] | [Rate] | [Amount] |
| Coaching sessions | [One-hour follow-ups per manager] | [Qty] | [Rate] | [Amount] |
| Venue and printing | [Room hire and workbooks, at cost] | [Qty] | [Rate] | [Amount] |
[Anything the client needs to know, such as what the invoice covers, a reference to the approved quote or timesheet, or when final files will be released.]
Use Print or save as PDF in the template section above to print just the template, or fill it in Word or Google Docs first and export it (File → Save As → PDF in Word, File → Download → PDF document in Google Docs).
Step-by-step guides: Google Docs · Word · Excel · PDF.
A filled-in example for a new manager training programme. Both companies are fictional.
| Item | Description | Qty / time | Rate | Amount |
|---|---|---|---|---|
| Needs review | Interviews with six managers and HR | Fixed fee | $950.00 | $950.00 |
| Programme design | Four workshop outlines and materials | Fixed fee | $1,800.00 | $1,800.00 |
| Workshop delivery | Half-day sessions, up to 12 people each | 4 items | $1,100.00 | $4,400.00 |
| Coaching sessions | One-hour follow-ups per manager | 12 hours | $120.00 | $1,440.00 |
| Venue and printing | Room hire and workbooks, at cost | 1 item | $640.00 | $640.00 |
Thank you for your business. Please quote the invoice number with your payment.
Angelwood’s invoicing creates invoices with line items, tax and discounts, can build an invoice from approved billable time, and lets clients view and pay through Stripe in their portal.
MAKE IT WORK FOR YOU
Name each line the way your quote or agreement did. If the client can match “Needs review” to what they approved, the invoice gets paid without questions.
Invoice each delivered session promptly rather than saving them up for the end of the programme. Service businesses usually price a defined piece of work as a fixed fee, repeated sessions per unit, and open-ended help by the hour. Costs passed on, such as room hire, are listed separately at cost.
Put the agreed rescheduling terms on the invoice when you charge for a late cancellation. Reference the approved quote, timesheet or report behind each invoice, so any query is answered in one message.
Invoice each session, or each month’s sessions, soon after delivery. Show the date of every session, the unit price and any costs passed on at cost, so the client can match the invoice to what was delivered.
An invoice asks for payment; a receipt confirms payment has been made. Many businesses mark the invoice “Paid” and send it back as the receipt.
A quote is a price offered before the work, which the client can accept or decline. An invoice is a request for payment once the work, or a stage of it, is done.
Fourteen or thirty days are the most common. Write the actual due date on the invoice as well as the terms, and include every way the client can pay.
Yes. Download the Word (.docx) file and open it in Microsoft Word, or upload it to Google Drive and choose Open with → Google Docs. There’s also a Markdown version for any text editor. No account or email address is needed.
Fill it in, then export it: File → Save As → PDF in Word, or File → Download → PDF document in Google Docs. On this page you can also print just the template or save it as a PDF from your browser’s print dialog.
Yes. Enter quantities, hours and rates and the amounts, subtotal, tax and total calculate automatically. It also works in Google Sheets: upload it to Drive and open it with Google Sheets.
THE CLIENT EXPERIENCE, IN ORDER
Bring the work you share with clients into one place.