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FREE PDF INVOICE TEMPLATE A PDF invoice.
Fixed, clean, ready to send.

Print the blank invoice from this page, or fill it in Word, Google Docs or Excel and export a PDF to send.

Download Word (.docx)Preview the templateExcel (.xlsx)Markdown (.md)

Free download. No email required.

Last updated

INVOICETemplate preview · Example
01

Bill to

Brightwater Housing, with contact, address and PO reference.

02

Line item

Needs review: Interviews with six managers and HR. Fixed fee at $950.00.

03

Total due

$9,230.00, due in 14 days.

04

How to pay

Bank transfer details or a card payment link, and your late payment terms.

Why send invoices as PDFs

A PDF looks identical on every device, can’t be edited by accident and is the format most accounts teams expect. The best workflow is to fill the invoice in an editable format, then export a PDF for each invoice you send.

If you want to…Do this
Print a blank invoice to fill by handUse Print or save as PDF in the template section below
Fill it on screen and send a PDFEdit the Word file, then File → Save As → PDF
Have totals calculatedUse the Excel file, then export to PDF
Work in Google DriveOpen the Word file with Google Docs, then File → Download → PDF document

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

Step by step in Word, Excel or Google Docs

  1. To print a blank copy, scroll to the template below and select Print or save as PDF, then choose Save as PDF as the destination.
  2. To send a completed invoice, download the Word or Excel version and fill it in.
  3. Check the invoice number, dates, line items and totals.
  4. Export: File → Save As → PDF in Word or Excel, or File → Download → PDF document in Google Docs.
  5. Name the file with the invoice number and client, e.g. “INV-0142 Fernhill Coffee.pdf”.
  6. Attach the PDF to your email, with the amount, due date and a payment link in the message body.

PDF invoice tips

  • Keep an editable master. Never edit a sent PDF; correct the source file and issue a credit note or a new invoice.
  • Put the payment link in the email too, not only inside the PDF, so the client can pay in one click.
  • Check page breaks before exporting: long line-item tables can split awkwardly across pages.
  • Store sent PDFs by client and year for your records and tax.

The template

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

ItemDescriptionQty / timeRateAmount
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]

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: Tessellate Training invoice for Brightwater Housing

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

ItemDescriptionQty / timeRateAmount
Needs reviewInterviews with six managers and HRFixed fee$950.00$950.00
Programme designFour workshop outlines and materialsFixed fee$1,800.00$1,800.00
Workshop deliveryHalf-day sessions, up to 12 people each4 items$1,100.00$4,400.00
Coaching sessionsOne-hour follow-ups per manager12 hours$120.00$1,440.00
Venue and printingRoom hire and workbooks, at cost1 item$640.00$640.00

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.

MAKE IT WORK FOR YOU

Useful structure.
Your way of working.

01

Edit in Word or Excel.

Fill the invoice in an editable format so you can reuse it, then export a PDF for each one you send.

02

Print blank in one click.

Need a paper copy? Print just the template from this page, without the rest of the page.

03

Never edit a sent PDF.

If something is wrong, issue a credit note or a corrected invoice with a new number.

GOOD QUESTIONS

Before you download.

Talk to us
Is there a fillable PDF version?

The template is designed to be filled in Word, Google Docs or Excel and exported as a PDF, which keeps a reusable source file. You can also print a blank copy from this page.

How do I make a PDF invoice?

Fill in the Word or Excel version, then choose File → Save As → PDF. In Google Docs, choose File → Download → PDF document.

Can I print the invoice template?

Yes. Use Print or save as PDF in the template section to print just the template.

Should I send invoices as PDF or Word files?

PDF. It keeps its layout on every device and can’t be changed by accident.

KEEP THE WORK MOVING

The next useful step.

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