Riverbend Events, with contact, address and PO reference.
02
Line item
Project work: Agreed deliverables, phase 1. Fixed fee at $1,800.00.
03
Total due
$2,309.00, due in 14 days.
04
How to pay
Bank transfer details or a card payment link, and your late payment terms.
How the Excel invoice works
The workbook has two sheets: Invoice, a blank invoice to fill in, and Example, a filled-in invoice with fictional companies. On both, each line’s amount is quantity × rate, and the totals below calculate automatically.
Cell
What it does
Amount (column E)
Quantity × rate for each line item
Subtotal
SUM of all line amounts
Discount
An amount you type in, taken off before tax
Tax rate
Your tax or VAT rate as a percentage (leave at 0% if you don’t charge tax)
Download the Excel (.xlsx) file and open it. Select Enable Editing if prompted.
Look at the Example sheet to see a completed invoice, then switch to the Invoice sheet.
Fill in the invoice details, your business and the client’s at the top.
Enter each line item: name, description, quantity and rate. The amount calculates.
Enter any discount and your tax rate; the tax and total update.
Save a master copy, then use File → Save As with the invoice number for each new invoice.
Export to PDF: File → Save As (or Export) and choose PDF. Check Fit sheet on one page in the print settings if needed.
Excel tips for invoicing
Insert rows inside the table, not below the last line, so the SUM range includes them (right-click a row number → Insert).
Protect the formulas: select the input cells, uncheck Locked in Format Cells → Protection, then Review → Protect Sheet.
Change the currency by selecting the money columns and choosing a format under Home → Number.
Copy the sheet (right-click the tab → Move or Copy → Create a copy) to keep each month’s invoices in one workbook.
Google Sheets: upload the file to Drive and choose Open with → Google Sheets; the formulas carry over.
The template
Invoice details
Invoice number: [INV-0001]
Invoice date: [Date]
Due date: [Date — e.g. 14 days after the invoice date]
Tax or business ID: [Tax or business ID]
From
Business name: [Your business name]
Address: [Address]
Email: [Email]
Tax or VAT number: [If registered]
Bill to
Client: [Client company]
Contact: [Name, email]
Address: [Address]
Client reference or PO: [If provided]
Line items
Item
Description
Qty / time
Rate
Amount
Project work
[Agreed deliverables, phase 1]
[Qty]
[Rate]
[Amount]
Additional hours
[Changes requested 4–8 May]
[Qty]
[Rate]
[Amount]
Software licence
[Template purchased for the project, at cost]
[Qty]
[Rate]
[Amount]
Totals
Subtotal: [Amount]
Discount: [If any]
Tax: [Rate and amount, if you’re registered]
Total due: [Amount and currency]
Payment
Payment terms: [e.g. 14 days]
How to pay: [Bank details or payment link]
Late payment: [Your late payment terms, if any]
Notes
[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.]
Example: Sam Okafor invoice for Riverbend Events
A filled-in example for a event website and email templates. Both companies are fictional.
Invoice details
Invoice number: INV-0142
Invoice date: 3 June
Due date: 17 June
From: Sam Okafor
Bill to: Riverbend Events
Line items
Item
Description
Qty / time
Rate
Amount
Project work
Agreed deliverables, phase 1
Fixed fee
$1,800.00
$1,800.00
Additional hours
Changes requested 4–8 May
6 hours
$75.00
$450.00
Software licence
Template purchased for the project, at cost
1 item
$59.00
$59.00
Totals
Subtotal: $2,309.00
Tax: Not charged in this example
Total due: $2,309.00
Payment terms: 14 days, by bank transfer or card link
Notes
Thank you for your business. Please quote the invoice number with your payment.