Google Sheets Invoice Template

Download the free Google Sheets invoice template

We checked what the top results for “Google Sheets invoice template” offer. Most give you a copy link to a sheet with a basic subtotal, or ask you to sign up first. This file adds the parts people end up building themselves:

• Invoice tab: your business block, bill to, job address, invoice number, invoice date, terms in days and a due date that works itself out, 12 lines, subtotal, tax rate, tax, total, amount paid and balance due.
• Invoice log tab: one row per invoice with status (Draft, Sent, Paid, Late), date paid, days overdue (counted from today) and a Still owed total.
• How to use tab: the steps below, inside the file, so you do not need this page later.
• No empty formula gaps: every Amount cell has its formula, so blank lines count as zero and the subtotal never breaks.

It comes as an .xlsx so you can download it straight away, with no Google sharing link or access request. Google Sheets converts it in one click and keeps every formula.

How to open an invoice template in Google Sheets

1. Download the template. Press Download for Google Sheets on this page. The file is google-sheets-invoice-template.xlsx.
2. Upload it to Google Drive. In Google Drive choose New, File upload and pick the file. Or in Google Sheets choose File, Open, Upload.
3. Save it as a Google Sheet. Open the file, then choose File, Save as Google Sheets. Rename the new copy Invoice template (master) and fill in your business details once.
4. Make a copy for each invoice. Choose File, Make a copy, and name it with the invoice number and customer, such as 1002 Smith.
5. Fill in the job. Type the customer, invoice date, terms, each line with quantity and rate, the tax rate and any amount paid. Leave the Amount column alone: it fills itself in.
6. Download it as a PDF and send it. Choose File, Download, PDF. Pick Fit to width, untick Show gridlines, export, then attach the PDF to an email.
7. Log it. Add a row on the Invoice log tab with the number, customer, dates and amount. Change the status to Paid when the money arrives.

If you skip File, Save as Google Sheets, Sheets edits the .xlsx as it is (you will see an .XLSX tag next to the name). That works, but saving as a Google Sheet gives you version history and makes File, Make a copy quicker.

Google Sheets invoice template with formulas: what each cell does

You type in the light grey cells. Everything else is a formula you can click to read in the formula bar.

N() turns a blank cell into zero, so an empty line shows nothing instead of an error. ROUND(…,2) keeps every figure to the cent, so the lines always add up to the subtotal you see.

Worked example (the sample in the file). Labour 2 × $95 = $190.00. Materials 1 × $60 = $60.00. Subtotal $250.00. Tax at 7% is $250.00 × 0.07 = $17.50, so the total is $267.50. With $50.00 already paid, the balance due is $267.50 − $50.00 = $217.50. Type your own numbers over the sample and the totals follow.

Need more lines? Right-click any line row from 15 to 25 and choose Insert 1 row above. Sheets stretches the SUM range for you; copy the Amount formula into the new row.

Which tax rate applies depends on where you work and what you sell. Ask your accountant or tax office if you are unsure.

How to track paid and unpaid invoices in Google Sheets

The Invoice log tab is a simple accounts-receivable list. For each invoice, add the number, customer, invoice date, due date and amount, and set Status from the drop-down.

• Days overdue counts from today’s date for anything not marked Paid: =IF(OR(D2="",F2="Paid"),0,MAX(0,TODAY()-D2)).
• Still owed adds every amount that is not Paid or Draft: =SUMIFS(E2:E101,F2:F101,"<>Paid",F2:F101,"<>Draft").
• Sort by Days overdue (Data, Sort range) to see who to call first.

The two sample rows are there to show how it works. Delete them before you start.

How to send a Google Sheets invoice as a PDF

Send a PDF, not a share link. A PDF looks the same on every phone and the customer cannot change the numbers.

1. On the Invoice tab choose File, Download, PDF.
2. Set Export to Current sheet, Page size Letter, Scale Fit to width, and untick Show gridlines under Formatting.
3. Press Export and attach the PDF to an email with the invoice number in the subject line.

You can also choose File, Email, Email this file and pick PDF. Either way, nothing reminds the customer later, so following up is up to you.

Google Sheets or Google Docs for invoices?

If your invoices are mostly a price and a paragraph, the Google Docs invoice template is simpler. If you bill several lines with tax, Sheets saves you the sums. For Microsoft Office, see the Excel invoice template or the Word invoice template.

When a spreadsheet invoice stops being enough

A sheet is fine for a few invoices a month. It costs time when you retype the same customers every week, chase late payers by hand, 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.

Questions people ask