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.
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 hand
Use Print or save as PDF in the template section below
Fill it on screen and send a PDF
Edit the Word file, then File → Save As → PDF
Have totals calculated
Use the Excel file, then export to PDF
Work in Google Drive
Open the Word file with Google Docs, then File → Download → PDF document
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.
To send a completed invoice, download the Word or Excel version and fill it in.
Check the invoice number, dates, line items and totals.
Export: File → Save As → PDF in Word or Excel, or File → Download → PDF document in Google Docs.
Name the file with the invoice number and client, e.g. “INV-0142 Fernhill Coffee.pdf”.
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]
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.
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.