Excel invoice template

You work hard to provide a great customer experience, and you strive to be the best in your business – you don’t have time to spare on burdensome paperwork, like creating different invoices for your clients. Get a little help with managing your business and calculating your fees by using one of our easy-to-use, fully customizable Excel invoice templates. Spend the time you save adding value to your customers, instead of adding up figures on invoices.

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Choose the best Excel invoice template for your business

Freelance

Download, customize, and send this invoice to all your clients. The automatic formulas make it easy to calculate hourly charges, discounts, and taxes. No matter what services you supply, you can modify this Excel invoice template for all your billing needs.

Download, customize, and send this freelance invoice to all your clients. The automatic formulas make it easy to calculate hourly charges, discounts, and taxes. No matter what services you supply, you can modify this Excel invoice template for all your billing needs.

Business professional

Don’t use your time trying to develop the perfect invoice for your business. Lend your clients your business expertise while this fully customizable Excel invoice template covers all your invoicing needs.

Don’t use your time trying to design the perfect invoice for your business. Lend your clients your expertise while this fully customizable professional services invoice helps you get paid.

Recurring

This Excel invoice template is so flexible it can be used to bill all your recurring clients – no matter what type of formulas you need to calculate your prices and fees. You can also add lines to describe all your charges.

Small business

Whenever you provide outstanding products, or excellent services, this Excel invoice template will capture all the costs. It’s super easy to use, and it even supports complex formulas to help you with your payment calculations.

Whenever you provide outstanding products, or excellent services, this small business invoice template will capture all the costs. It’s super easy to use in Excel, and it even supports complex formulas to help you with your payment calculations.

Sole trader

You do everything you can for your clients, so you deserve an invoice template that does everything it can to get you paid properly and promptly. This Excel invoice template lets you easily and accurately calculate all your fees.

Run your business by yourself? This invoice template for sole traders and proprietors can be customized to suit your needs. Avoid headaches and get paid promptly by clients.

Alternatives to using Excel invoice templates

Make your business a success by finding out more about what Wave can offer you. Save time and take even more work off your hands by trying our free automated invoicing and powerful accounting.

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Why you should send professional invoices

Illustration of invoice being sent

If numbers are not your forte, an Excel invoice template is just what you need to ensure you charge properly for your products and services. Since it has automatic formulas, it’s easy for you to calculate costs, add up totals, and include the right tax percentages.

On top of all that, it’s also extremely flexible, so it can capture all the details needed to ensure your clients understand what they are paying for.

A clear, well-organized, easy-to-understand invoice also reflects on your reputation and expertise as a consultant, and creates confidence and trust in your company or personal brand.

How to fill out your Excel invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an Excel invoice?

Follow these quick steps to make sure your Excel invoices work hard to get you paid properly and promptly for your hard work and expertise.

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  • Look through our wide selection of specially designed Excel invoice templates in different styles and colors, and download the one you like best. It’s FREE!
  • Insert your business name and contact information. If you provide specialized services or products – mention it here
  • Insert your personal or business logo – along with your website, and any professional designations or qualifications
  • Add in your client’s name and contact information
  • Generate a unique invoice number and add it to the template. You might also include a job or client code, if applicable
  • Include the date of the invoice, along with the payment due date
  • List the products or services you provided. Because the Excel invoice template is equipped with automatic formulas, you can easily calculate totals for quantities of products and hours of work, as well as for taxes
  • The Excel invoice format is also easily customized to include all the pertinent details for each client
  • If you are including a discount, the Excel or Google Sheets invoice template can calculate the amount, and also allow you to add lines to explain the reason for the discount
  • Automatically calculate your total fees, including applicable tax, and enter the total
  • Include your payment terms, including the methods of payment you accept
  • It’s a good business practice to add a personal touch by thanking your client for their business and telling them how much you enjoyed working with them
  • Save the invoice – then send it off to your client!

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When is the right time to send an Excel invoice?

The right time to send an invoice depends on the products or services you provide.

If the client has purchased a product, invoice at the time of purchase. If they have purchased a service, you may want to wait to invoice on completion of the service. If the service covers a longer period of time, use the Excel invoice template to calculate a percentage of the cost to be charged upfront.

Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Illustration of hourglass timer

Invoice tips that are perfect for any business

Always include a ‘payment due’ date

Believe it or not, this really does encourage on-time payment. Clearly indicate when you expect payment without sounding too aggressive.

Keep a record of your work with numbered invoices

Excel was made to work with numbers, so make sure you number all your invoices to help you keep track of how much money is coming in to your business. You can also assign a job or client code if you are providing ongoing services that will require several invoices.

Include professional recommendations

The Excel invoice template allows you to add lines, so use the extra room to describe any future products or services you think would be beneficial to your client. It shows them you are thinking about their best interests and are sharing your expert knowledge. You can also include links to articles and blogs on topics that might interest them.

Accept a variety of payment methods

Embrace the latest payment technologies to make it easy and convenient for your clients to pay you. If you don’t already, start accepting e-Transfers, debit cards, and other online payment methods.

Free Invoice Template vs. Wave Invoicing Software

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Free Invoice Template
Price
FREE
FREE
Send unlimited invoices and see when clients open them
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Invoice anytime & accept payments online
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Send automated late payment reminders
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Know customers automatically get a receipt when they pay
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Track sales and sales tax for accounting
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Add business partners or accountants as collaborators
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Connect your bank account easily
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Access accountant-approved reporting for year-end
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