FREE EXCEL INVOICE TEMPLATE An Excel invoice
that adds itself up.

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.

The guide to every field is on the free invoice template page.

1. Download the Excel (.xlsx) file and open it. Select Enable Editing if prompted.
2. Look at the Example sheet to see a completed invoice, then switch to the Invoice sheet.
3. Fill in the invoice details, your business and the client’s at the top.
4. Enter each line item: name, description, quantity and rate. The amount calculates.
5. Enter any discount and your tax rate; the tax and total update.
6. Save a master copy, then use File → Save As with the invoice number for each new invoice.
7. Export to PDF: File → Save As (or Export) and choose PDF. Check Fit sheet on one page in the print settings if needed.

• 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.

Invoice details

• Invoice number: [INV-0001]
• Invoice date: [Date]
• Due date: [Date — e.g. 14 days after the invoice date]
• Session dates: [Session dates]
• Costs passed on at cost: [Costs passed on at cost]

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

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.]

A filled-in example for a new manager training programme. Both companies are fictional.

Invoice details

• Invoice number: INV-0142
• Invoice date: 3 June
• Due date: 17 June
• From: Tessellate Training
• Bill to: Brightwater Housing

Line items

Totals

• Subtotal: $9,230.00
• Tax: Not charged in this example
• Total due: $9,230.00
• Payment terms: 14 days, by bank transfer or card link

Notes

Thank you for your business. Please quote the invoice number with your payment.

The main professional invoice page has the full guide and every download. · Google Docs version · Word version · PDF version