Invoice template for Excel

An invoice in Excel that works out every number for you: quantity times rate for each line, the subtotal, discount, tax at whatever rate you set, the total, and the balance after any part payment. It is laid out to print or save as PDF on a single page, with your business details at the top and payment instructions at the bottom. Matching quotation and purchase order formats use the same layout.

Templates

Invoice (Excel) (Excel spreadsheet): An auto-calculating invoice in Excel: line items, subtotal, discount, tax, total, amount paid and balance due, laid out to print on one page.
Quotation (Excel) (Excel spreadsheet): A price quotation format in Excel with line items, discount, tax and total that calculate themselves, plus validity date and acceptance terms.
Purchase order (Excel) (Excel spreadsheet): A purchase order format in Excel: vendor and ship-to details, items with quantities and unit prices, tax and total, ready to print and sign.
GST invoice format (Excel) (Excel spreadsheet): A GST tax invoice format in Excel with GSTIN, HSN/SAC, place of supply and automatic CGST and SGST, or IGST for inter-state supplies.

How to use these templates

Replace the bracketed business name, address and tax number with your own; they stay the same on every invoice.
Set the invoice number, date, due date and terms, then fill in the customer under Bill to.
Enter each item with a quantity and rate. The amount column and the totals calculate themselves.
Set the tax rate (or zero), add any discount and amount already paid, then print it or save it as PDF to send.

What every invoice needs

A unique, sequential invoice number. Accountants and tax offices expect no gaps, so keep a simple series such as INV-0001, INV-0002.
Clear payment terms and a due date. "Net 30" means payment is due 30 days after the invoice date.
Your tax registration number if you are registered: a VAT number in the UK, a sales tax ID in some US states, a GSTIN in India.
Bank details and a reference to quote, so payments can be matched to the invoice.
Save a copy of each invoice as a PDF and keep the spreadsheet as your template. Editing last month’s invoice risks sending old figures.

Frequently asked questions

Is this invoice template free to use for my business?

Yes. Download and reuse it for every client at no cost, with no watermark.

How do I send the invoice as a PDF?

In Excel choose File, Save As (or Export) and pick PDF. It is set to fit the page width, so it prints on one page.

Can I add more line items?

There are ten rows ready to fill. For more, insert rows inside the item table above the totals so the subtotal includes them.

I need a GST invoice for India. Is there one?

Yes. The GST invoice format splits tax into CGST and SGST or IGST automatically and has fields for GSTIN, HSN/SAC and place of supply.