An invoice template
for Microsoft Word.

Word suits businesses that already live in Microsoft 365 and send a modest number of invoices. This template uses real Word headings and a table for line items, so it stays tidy as you edit. For automatic totals, use the Excel version alongside it.

The guide to every field, with a worked example, is on the free invoice template page.

1. Download the Word (.docx) file and open it. If you see Protected View, select Enable Editing.
2. Add your logo: double-click the top of the page to open the header and choose Insert → Pictures.
3. Save it as a reusable template: File → Save As, choose **Word Template (*.dotx)** and name it “Invoice”.
4. For each invoice, open the template (in Word for Windows: File → New → Personal) so you always start from a clean copy.
5. Replace placeholders with Replace (Ctrl+H, or Cmd+Shift+H on Mac): for example, replace “[Client company]” with the client’s name.
6. Add line items: put the cursor in the last cell of the table and press Tab to add a row.
7. Check the totals (see the tips below on table formulas), then export: File → Save As (or Export) and choose PDF.

• Table formulas don’t update on their own. Word can total a column (Table Layout → Formula, e.g. =SUM(ABOVE)), but you must update fields with F9 after changes. If you want totals you can trust without thinking, use the Excel version.
• Use Styles, not manual formatting. Change the Heading styles once and every invoice updates its look.
• Name files consistently, such as “INV-0142 Fernhill Coffee.pdf”, so they’re easy to find.
• Send PDFs, not .docx files. PDFs keep their layout and can’t be edited by accident.
• Keep numbering sequential. Track the last number used in a simple list or spreadsheet.

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

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 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

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