Why you should send professional invoices
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.
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:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- 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.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- 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.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- 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.
- Total: Outline the total amount due from the customer, after tax.
- 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).
- 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!
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.