# Excel Invoice Template

> Free Excel invoice template (.xlsx): subtotal, discount, tax, total and amount due after deposit add up for you. Print area set, saves to PDF. No sign-up.

Canonical: https://brickbyclick.ai/excel-invoice-template
Last updated: 2026-10-30

## Download the Excel invoice template

excel-invoice-template.xlsx

Letter size, one page, Calibri. No macros. Excel 2010 and later, Excel for Mac and Excel for the web.

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

| Cell | What it shows | Formula |
| --- | --- | --- |
| D9 | Due date | =D7+D8 |
| D14 to D25 | Line amount | =ROUND(N(B14)*N(C14),2) |
| D27 | Subtotal | =SUM(D14:D25) |
| D30 | Tax | =ROUND(MAX(0,N(D27)-N(D28))*N(D29),2) |
| D31 | Total | =MAX(0,N(D27)-N(D28))+D30 |
| D33 | Amount due | =D31-N(D32) |

**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](https://brickbyclick.ai/google-sheets-invoice-template); it opens in Excel too. For a document instead of a spreadsheet, see the [Word invoice template](https://brickbyclick.ai/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](https://brickbyclick.ai/free-invoicing) 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](https://brickbyclick.ai/starter-plan), $99 a month, adds estimates, jobs, scheduling and automatic payment reminders. See [estimate and invoice software](https://brickbyclick.ai/estimates-and-invoices) for how it works.

## Questions people ask

### Does Excel have an invoice template?

Yes. In Excel choose File, New and search for invoice to see Microsoft’s own. This one adds a discount, deposit and amount due, and is set to print on one page.

### How do I create an invoice in Excel?

Download this template, fill in your business details once and save it as a master. For each job save a copy, fill in the customer and lines, then save it as a PDF and email it.

### How do I save an Excel invoice as a PDF?

On Windows choose File, Save As or Export and pick PDF with Active sheet selected. On a Mac choose File, Save As and set the format to PDF. In Excel for the web, print and choose Save as PDF.

### How do I make my Excel invoice print on one page?

Go to Page Layout and set Scale to Fit to 1 page wide by 1 page tall. This template already has that and a print area set, so it prints the invoice only.

### How is tax worked out when there is a discount?

In this template the discount comes off the subtotal first, then tax is charged on what is left. On the sample, $250 minus a $25 discount is $225, and 7% tax on that is $15.75.

### How do I show a deposit on an Excel invoice?

Type the deposit in Deposit received. The template takes it off the total and shows the amount due, so the customer sees exactly what is left to pay.

### How do I change the currency in an Excel invoice?

Select the money cells, press Ctrl+1 (Cmd+1 on a Mac), choose Currency and pick the symbol you need.

### How do I add more line items in Excel?

Insert rows between the first and last line row, then copy the Amount formula into the new rows. The subtotal range grows with them.

### Will this template work on a Mac or in Excel online?

Yes. It has no macros and uses only standard formulas, so it works in Excel for Mac, Excel for the web, Google Sheets and LibreOffice.

### How do I number invoices in Excel?

Type a running number such as 1001 in the Invoice no. cell and go up by one each time. Never reuse a number, and put it in the file name.

### Can customers pay by card from an Excel invoice?

Not from the file. Write how to pay in the notes. To send invoices with a pay link and take cards, BrickByClick Free does it for $0 a month through your own Stripe account.

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## Related

- [Free invoice generator](https://brickbyclick.ai/free-invoice-generator): Fill in an invoice in your browser and save a PDF, no account.
- [Free invoicing](https://brickbyclick.ai/free-invoicing): Send invoices by email with a pay link and take card payments, $0 a month.
- [Starter plan](https://brickbyclick.ai/starter-plan): Estimates, invoices, jobs, scheduling and a crew app, $99 a month.
- [Estimate and invoice software](https://brickbyclick.ai/estimates-and-invoices): Send estimates, take deposits and get paid by card or bank.
- [Google Sheets invoice template](https://brickbyclick.ai/google-sheets-invoice-template): The same invoice for Google Sheets, with an invoice log tab.
- [Word invoice template](https://brickbyclick.ai/word-invoice-template): A Microsoft Word version for invoices that are mostly text.
- [Margin calculator](https://brickbyclick.ai/margin-calculator): Check your price covers costs before you invoice.