Excel Invoice Template

Download the Excel invoice template

We looked at what ranks for “Excel invoice template”. Most files add up a subtotal and tax but leave out a deposit, so you still work out what is left to pay by hand, and few set up the page so it prints on one sheet. This one has:

• Your business block, bill to, job address, invoice number, invoice date, terms and a due date that works itself out.
• 12 lines with description, quantity, rate and amount. Blank lines count as zero, so the subtotal never breaks.
• Subtotal, discount in dollars (taken off before tax), tax rate, tax, total, deposit received and amount due.
• Print area, Letter paper, fit to one page and centred, already set.
• A How to use tab with these steps inside the file.

Microsoft Excel invoice template: how to fill it in

1. Download and open the template. Press Download the .xlsx and open excel-invoice-template.xlsx in Excel. If Excel shows Protected View, choose Enable Editing.
2. Fill in your business details once. Type your business name, address, phone, email and tax number over the placeholders, then save it as your master copy.
3. Save a copy for the job. Choose File, Save As (Save a Copy in newer Excel) and name it with the invoice number and customer, such as 1002 Smith.xlsx.
4. Fill in the invoice. Type the customer, invoice number, invoice date and terms. Add each line with quantity and rate, then the discount, tax rate and any deposit. Leave the Amount column and totals alone.
5. Save it as a PDF. Choose File, Save As (or Export) and pick PDF as the file type. On a Mac choose File, Save As, File Format PDF. The print area keeps it to one page.
6. Send it. Attach the PDF to an email with the invoice number in the subject line, and note the due date so you can follow up.

Type only in the cells with a light grey fill or plain text. The Amount column, subtotal, tax, total, amount due and due date are formulas. If you type over one by mistake, press Ctrl+Z (⌘+Z on a Mac).

The formulas in this invoice template for Excel

Worked example (the sample in the file). Labour 2 × $95 = $190.00 and materials 1 × $60 = $60.00, so the subtotal is $250.00. Take off a $25.00 discount: $225.00. Tax at 7% is $225.00 × 0.07 = $15.75, so the total is $240.75. With a $50.00 deposit already received, the amount due is $190.75.

In this template the discount comes off before tax. If your tax rules treat discounts differently, or you do not charge tax, change the tax rate (0% for none) or ask your accountant. MAX(0,…) stops a discount bigger than the subtotal from making the tax or total negative.

How to save an Excel invoice as a PDF

• Excel for Windows: File, Save As (or Export, Create PDF/XPS), choose PDF, then Options and make sure Active sheet is selected.
• Excel for Mac: File, Save As, set File Format to PDF and choose Sheet (not Workbook).
• Excel for the web: File, Print, then pick Save as PDF as the printer in your browser’s print window.

Saving only the active sheet keeps the How to use tab out of the PDF. Name the PDF the same as the spreadsheet so you can find both.

Print setup and number formats

The template is set up to print cleanly, but here is where to change it:

• Print area: Page Layout, Print Area. It is set to the invoice only. If you insert rows, Excel moves the print area with them.
• One page: Page Layout, Scale to Fit, Width 1 page, Height 1 page. Paper is Letter; switch to A4 under Size if you need it.
• Gridlines: turned off on screen and in print, so the PDF has no grey grid.
• Currency: totals use the $#,##0.00 format. To change the symbol, select the cells, press Ctrl+1 (⌘+1 on a Mac), choose Currency and pick yours.
• Dates: type a date in any format your Excel accepts; it shows as Nov 2, 2026. Change it with the same Format Cells window, under Date.
• Blank lines: the line amounts use a format that hides zeros, so empty rows print blank but still add up.

Adding lines, a logo and invoice numbers

• More lines: select a line row from 15 to 25, right-click, Insert. Then copy the Amount formula down from the row above. The SUM range grows on its own.
• Logo: Insert, Pictures, This Device, then drag it into the top-left corner and size it with a corner handle.
• Invoice numbers: use a running number (1001, 1002, 1003) and never reuse one. Keep the number in the file name too.

For a version with an invoice log tab that counts days overdue, use the Google Sheets invoice template; it opens in Excel too. For a document instead of a spreadsheet, see the Word invoice template.

When Excel invoices stop being enough

Excel is fine for a handful of invoices a month. It gets slow when you copy files for every job, search folders to see who has paid, or customers ask to pay by card.

BrickByClick Free sends invoices by email with a pay link and takes card and bank payments through your own Stripe account, for $0 a month (Stripe’s processing + 0.5% per card payment, max $25; nothing extra on bank payments). Starter, $99 a month, adds estimates, jobs, scheduling and automatic payment reminders. See estimate and invoice software for how it works.

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