Excel invoice template with working formulas
Download an editable .xlsx: type quantities and rates, and Excel calculates line amounts, tax, total, balance due and the due date. A filled-in example sheet and an invoice log are included.
Download the Excel invoice template
Every format below is free and needs no account. The files are editable and start from the same lines as the online maker.
An editable .xlsx with working formulas: line amounts, subtotal, tax from a rate cell, total, amount paid and balance due. The due date is the issue date plus your payment terms in days.
General service invoice
One line per service or deliverable, plus tax, amount paid and balance due. Works for most service businesses.
Itemized invoice with category subtotals
Each line has a category (for example Labor, Materials, Expenses). The invoice shows a subtotal per category before tax.
Hourly time billing
Hours x rate per task or week, with decimal hours (for example 2.5) and approved extra hours on their own line.
How to use the Excel version
- Download the .xlsx and open it in Excel (Windows or Mac) or Numbers.
- Fill in the Invoice sheet. The Example sheet shows the same template filled in with hypothetical amounts.
- Type your tax rate as a number (8 means 8%). Leave it at 0 if you do not charge tax.
- Save a PDF (File > Save As, then choose PDF) and send the PDF, not the spreadsheet.
Twenty line rows are set up. To add more, insert rows inside the line table so the Subtotal range grows with them.
INVOICE
Hypothetical amounts, not market rates
| Description | Qty | Amount |
|---|---|---|
| Strategy workshop (half day) | 1 | $1,200.00 |
| Design work: landing page | 12 | $1,140.00 |
| Stock photo licences, at cost | 3 | $45.00 |
Fill in your Excel invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type. Version: General service invoice.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
An Excel invoice is a worksheet with your header, a line-item table, formula-driven totals and payment terms. Build it once as a master file, protect the formula cells, and send each invoice to the client as a PDF. The sections below cover the layout, the formulas and the mistakes that cause wrong totals.
What the Excel invoice covers
What you can do with this template, and what it does not do.
Working formulas
Each line multiplies quantity by rate. Subtotal, tax, total, amount paid and balance due calculate from those lines, and empty lines are ignored.
One tax rate cell
Type your rate as a number (8 means 8%) and tax is rounded to the cent. Leave it at 0 if you do not charge sales tax or VAT.
Due date from payment terms
Enter the issue date and the payment terms in days. The due date is calculated, so a Net 30 invoice shows the actual date.
Filled-in example sheet
The Example sheet shows the same template with hypothetical amounts, so you can check the math before you use it.
Invoice log sheet
One row per invoice with a Paid Yes/No dropdown. Status shows OVERDUE and the row turns red once the due date passes.
Print-ready layout
The print area is set and the sheet fits one page wide. Save it as a PDF and send the PDF, not the .xlsx.
How to fill in your Excel invoice
- Header Section: Your logo, company name, address, phone, email, and website.
- Invoice Label: Clear "INVOICE" heading for easy identification.
- Invoice Number: Unique identifier (use Excel formulas for auto-incrementing).
- Invoice Date: Date issued (TODAY() function available).
- Due Date: When payment is expected (DATE formulas available).
- Bill To: Client name, company, address, and contact details.
- Line Items Table: Description, quantity, unit price, and line totals.
- Calculations: Subtotal, tax (automatic formulas), discounts, and total.
- Payment terms: Due date, accepted methods, late fee policy.
- Notes Section: Thank you message, project reference, or special instructions.
- Use Formulas: Let Excel calculate totals, taxes, and discounts automatically to reduce errors.
- Lock Cells: Protect formula cells from accidental edits. Lock calculations, unlock input areas.
- Create Templates: Save a master template and use "Save As" for each new invoice.
- Use Named Ranges: Name your data ranges for clearer formulas and easier maintenance.
- Add Dropdown Lists: Use data validation for consistent client names and service types.
- Format Consistently: Use currency formatting, consistent fonts, and professional colors.
- Include Logo: Insert your logo image for professional branding.
- Save as PDF: Export to PDF before sending. Prevents formula issues and format changes.
- Track Invoices: Maintain a separate worksheet or workbook to track all invoices sent.
- Backup Regularly: Keep backups of your invoice templates and data.
Excel formulas and features for invoicing:
Common Formulas:
- Line total: =Quantity*Price
- Subtotal: =SUM(LineTotal:Range)
- Tax: =Subtotal*TaxRate
- Total: =Subtotal+Tax-Discount
- Auto-number: =MAX(InvoiceNumbers)+1
- Due date: =InvoiceDate+30
Useful Features:
- Conditional formatting for overdue invoices
- Data validation for client dropdowns
- Cell protection for formulas
- Print area settings for clean output
- Named ranges for cleaner formulas
Template Organization:
- Input cells (unlocked)
- Formula cells (locked)
- Static text and formatting
- Logo and branding elements
- Print-friendly layout
How to include payment terms in Excel invoices:
Text-Based Terms:
- Add a section below totals
- Include payment due date
- List accepted payment methods
- Note late payment policy
Formula-Driven Terms:
- Due date: =InvoiceDate+30
- Early discount deadline: =InvoiceDate+10
- Late fee calculation if overdue
Best Practices:
- Keep terms visible but not dominant
- Use smaller font than totals
- Include bank/payment details
- Consider a separate "Payment" worksheet
Sample Text:
- "Payment due within 30 days"
- "We accept check, bank transfer, or credit card"
- "Late fee as set out in our agreement" (only if your contract has one)
- Formula Errors: Double-check all formulas. One wrong cell reference breaks everything.
- Sending .xlsx Files: Send PDFs, not Excel files. Clients can accidentally edit formulas.
- No Cell Protection: Protect formula cells to prevent accidental overwriting.
- Inconsistent Formatting: Use consistent currency formats, decimal places, and date formats.
- Manual Calculations: Let Excel do the math. Manual entry causes errors.
- Missing Invoice Numbers: Every invoice needs a unique number for tracking.
- Poor Print Setup: Set print area and page breaks before sending.
- No Template Backup: Keep a master template backed up. Don't overwrite it.
- Outdated Information: Update your contact details and rates regularly.
- Complex Formulas: Keep formulas simple and documented for future you.
Excel invoice: frequently asked questions
Related resources
Guides and articles
Related invoice templates
Explore more professional invoice templates for different industries
Google Sheets invoice template
Google Sheets invoice template: import the free .xlsx into your own Drive and the formulas for line amounts, tax, balance due, due date and the overdue log keep working.
Word invoice template
Free Word invoice template (.docx): a line-item table with formula fields for amounts, subtotal, tax, total and balance due, bracketed placeholders and PDF export steps.
PDF invoice template
Free PDF invoice template: fill in the invoice online and download a PDF on US Letter or A4, or print a blank invoice with a remittance slip. Itemized, Net 30 and blank versions.
Hourly invoice template
Hourly invoice template for time-based billing: one line per task or time block, hours as the quantity, your hourly rate, and the billing period in the notes.
Send invoices clients can pay online
In AgencyPro, each invoice goes out with a Stripe or PayPal payment link, and reminders follow up on overdue balances. Invoicing is included on every plan, starting with Basic at $39/mo.