Word Invoice Template

Download the Microsoft Word invoice template

Many free Word invoice templates you find are a picture of a table: nice to look at, but every number is typed by hand and the layout breaks when you add a row. This one is built from real Word tables, so rows can be added without the page falling apart, and the subtotal is a formula.

• Business block, Bill to, invoice number, invoice date, due date, job address and terms.
• Five line rows with description, quantity, rate and amount, then a Subtotal row.
• Tax, amount paid and balance due.
• Payment and notes, with space for how to pay and a late fee or warranty line.

The subtotal formula: how the Word invoice adds itself up

Word tables can hold simple formulas. The Subtotal cell holds the field =SUM(ABOVE) \# "#,##0.00". It adds every number above it in the Amount column and shows the result with two decimals.

• To update it: click the subtotal and press F9, or right-click and choose Update Field. Select the whole document (Ctrl+A) and press F9 to update every field at once.
• To see the formula: press Alt+F9. Press it again to go back.
• Type plain numbers in the Amount column (190.00, not $190). Word skips cells it cannot read as a number.
• Insert new rows above the Subtotal row so they are counted.

Worked example. Labour 2 × $95 = 190.00, materials 1 × $60 = 60.00, trip fee 0.00. Press F9 and the subtotal shows 250.00. Tax at 5% is 250.00 × 5 ÷ 100 = 12.50. Nothing paid yet, so balance due = 250.00 + 12.50 − 0 = $262.50.

Word only adds up the column. Each line amount (quantity × rate), the tax and the balance due you type yourself. Check your tax rate with your accountant or tax office.

How to save a Word invoice template you can reuse

The most common mistake is typing over the same file for every customer, then sending last month’s invoice by accident. Make the file a real Word template instead:

1. Fill in your business name, address, contact details and payment instructions.
2. Choose File, Save As, and set the type to Word Template (*.dotx).
3. For each invoice, choose File, New, then Personal (or Custom), and pick it. Word opens an untitled copy.
4. Save each invoice as a .docx named with its number and customer, such as 1002 Smith.docx, plus a PDF to send.

Keep a simple list of numbers, customers, amounts and whether each is paid, so you can see who to chase.

How to make an invoice in Word, step by step

1. Download and enable editing. Download word-invoice-template.docx, open it in Word and click Enable Editing in the Protected View bar.
2. Fill in your business once. Replace [Your Business Name], address, phone, email and how you take payment. Use Find (Ctrl+F) and search for [ to find every field.
3. Save it as a Word Template. Choose File, Save As, Word Template (*.dotx), so each invoice starts as a fresh copy.
4. Start a new invoice. Choose File, New, Personal and pick your template. Enter the invoice number, dates, customer and job address.
5. Fill the lines and update the subtotal. Type each description, quantity, rate and amount. Click the subtotal and press F9 so Word adds up the Amount column.
6. Finish the totals and save a PDF. Type the tax, any amount paid and the balance due, then choose File, Save As, PDF and email it.

Word template, Word’s own templates or invoicing software?

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