# Word Invoice Template

> Free Microsoft Word invoice template with a subtotal that adds itself up. Download the .docx, save it as a reusable .dotx and send each invoice as a PDF.

Canonical: https://brickbyclick.ai/word-invoice-template
Last updated: 2026-10-28

## Download the Microsoft Word invoice template

word-invoice-template.docx

Letter size, one page, Calibri. Subtotal is a Word formula field.

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?

|  | This .docx | Word’s built-in templates | BrickByClick Free |
| --- | --- | --- | --- |
| Cost | Free | Free with Word | $0 a month |
| Adds up the subtotal | Yes, press F9 | Varies by template | Yes, all totals |
| Emails the invoice | You attach a PDF | You attach a PDF | Yes, with a pay link |
| Card and bank payments | No | No | Yes, through your Stripe |
| Shows who has paid | No | No | Yes |

[BrickByClick Free](https://brickbyclick.ai/free-invoicing) card payments cost Stripe’s processing + 0.5% per card payment (max $25), with no BrickByClick fee on bank payments. Payment reminders and estimates are on [Starter, $99 a month](https://brickbyclick.ai/starter-plan).

## Questions people ask

### Is there a free invoice template in Microsoft Word?

Word has invoice templates under File, New if you search for invoice, and the choice depends on your version. This page gives you a plain one-page .docx you can download without an account.

### How do I open the template if Word says Protected View?

Word opens downloaded files in Protected View to keep you safe. Click Enable Editing in the yellow bar at the top and you can type in it.

### Does this Word invoice add up the total automatically?

The Subtotal cell is a Word formula field, =SUM(ABOVE), that adds the Amount column. After you change the amounts, click the subtotal and press F9 to update it. Tax and balance due you type yourself.

### Why does the subtotal not change when I type new amounts?

Word fields only update when you ask. Click the number and press F9, or right-click it and choose Update Field. On some Mac keyboards you press Fn+F9. If your version of Word does not update it, type the subtotal yourself.

### How do I save it as a reusable Word template?

Fill in your business details, then choose File, Save As and pick Word Template (*.dotx). Each new invoice then starts from File, New, Personal, and your master stays clean.

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

Click in the last line row, right-click and choose Insert, Insert Rows Below. Insert rows above the Subtotal row so the SUM formula still counts them.

### How do I save a Word invoice as a PDF?

Choose File, Save As (or Save a Copy) and pick PDF as the file type. Or File, Export, Create PDF. Send the PDF, not the .docx.

### Can I use this template in Word for the web or on a Mac?

Yes, it is a normal .docx. Editing works the same everywhere. Updating the subtotal field works best in the desktop app.

### How do I put my logo on the invoice?

Click in the top-left cell, then Insert, Pictures, This Device. Set the picture to In Line with Text so it stays in place.

### What is better than a Word invoice template?

Software that keeps your customers and price list and emails the invoice with a pay link. BrickByClick Free does that for $0 a month; Starter adds estimates, jobs and reminders for $99 a month.

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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.
- [Google Docs invoice template](https://brickbyclick.ai/google-docs-invoice-template): The same layout, set up for Google Docs and Drive.
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