Excel Invoice Template

    An .xlsx invoice spreadsheet that works out each line amount, the subtotal, tax, and total as you type. Ready to edit.

    Download Excel template (.xlsx)

    Free download, 7 KB. No signup needed.

    Rather type it in your browser? Use the free invoice generator and download a finished PDF.

    Excel invoice template showing business and client cells, line items in rows 15 to 24, and the Amount formula Qty times Rate in column D

    How to fill in a Excel invoice

    1. 1

      Open the spreadsheet in Excel

      Download the .xlsx and open it in Microsoft Excel. If it opens in Protected View, click Enable Editing.

    2. 2

      Add your details and the client's

      Type your business details in cells A3 to A7 and the client's in A10 to A12. Set the invoice number and the issue and due dates in D3 to D5.

    3. 3

      Enter line items in rows 15 to 24

      Put the description in column A, the quantity in column B, and the rate in column C. Column D multiplies Qty by Rate for each row and stays blank until both are filled in. Overwrite or clear the example row.

    4. 4

      Set your tax rate

      Type your rate in cell B27, for example 8%. The subtotal in D26 adds up column D, D27 works out the tax rounded to the cent, and D28 shows the total due.

    5. 5

      Change the currency if you need to

      Amounts use a US dollar format. To show another currency, select C15 to D28, open Format Cells, choose Currency, and pick your symbol.

    6. 6

      Export a PDF for your client

      Choose File > Save As (or Export) and pick PDF. The sheet is set to fit on one page. Send the PDF and keep the .xlsx for your records.

    Not sure what to write in the payment terms? Invoice payment terms explained covers due on receipt, net 30, and late fees.

    Faster than a template

    A Excel template

    You retype the client's details on every invoice, keep track of the numbers yourself, and email the file yourself. Then you wait for a bank transfer or a check.

    The free invoice generator

    Type the invoice in your browser and download a PDF with the totals worked out. Quick for a one-off, but nothing is saved for next time.

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    Excel invoice template FAQ

    Why can't I type in the Amount and total cells?

    Those cells hold the formulas, so the sheet is protected to stop them being overwritten by accident. Every input cell stays unlocked. To change a formula, choose Review > Unprotect Sheet. There is no password.

    How do I add more than 10 line items?

    Unprotect the sheet, right-click a row number between 16 and 24, and choose Insert. Copy the Amount formula from the row above into column D. Because the new row sits inside the subtotal range, Excel includes it in the subtotal automatically.

    Can I charge tax on some lines but not others?

    This template applies one tax rate to the whole subtotal, which suits most service businesses. If only some lines are taxable, such as parts but not labor, the free invoice generator lets you mark each line as taxable or not.

    Is the Excel invoice template free?

    Yes. Download it and reuse it as often as you like. There is no signup and no email address needed.

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