Free Invoice Template

What is an invoice template?

An invoice template is a file offering a standardized format for creating and issuing invoices to customers or clients. It typically includes essential information such as the company's name and contact details, customer information, description of goods or services provided, quantities, prices, payment terms, and total amount due.

Why are invoice templates important?

Invoice templates are crucial for several reasons:

• Consistency: They ensure uniformity and consistency in the presentation of invoices, which helps maintain a professional image for your business.
• Time-saving: Bypass the repetitive task of creating invoices from scratch, saving time and effort.
• Accuracy: Templates often have built-in formulas and automatic calculus, lowering the possibility of math errors or the omission of crucial information.
• Professionalism: is key in business, and a well-designed invoice template can help you achieve that. It's not just about the look, but also the message it sends. A professionally designed invoice template reflects your business's organization and reliability, which can positively influence your customers' perception of your brand.
• Legal compliance: Invoice templates can include necessary legal information, such as tax identification numbers or specific payment terms, to ensure compliance with regulations.

Invoice Templates

If you run a small business or freelance, issuing invoices is part of the job. Invoices must include all the information required by tax legislation in your country and look professional. Furthermore, you must use the same format throughout your activity. We advise you to start with invoice templates and customize them to fit your business. Google Sheets is an easy solution because you can store your invoices online at the convenience of your internet-connected device. This provides flexibility and ensures that your data is safe and accessible. Furthermore, Google Sheets is free, saving you the cost of purchasing invoicing software. So here is a comprehensive collection of invoice templates for Google Sheets, designed to save you time and stress and help you take your business to the next level. Alternatively you can use the common Microsoft Word templates that follow the same format as within the Google Sheets. All once again free of charge.

Business Invoice Template

The basic invoice template is the best choice for your first-ever invoice. It’s simple and easy to customize, making the process of creating your first invoice a breeze. It includes all the relevant data, such as price per unit and number of units, and automatically computes the amount per item and the total amount. With this template, you can feel at ease and confident in your invoicing process.

Download Business Invoice Word Template

Proforma Invoice Template

A pro forma invoice is not the final invoice but a financial document that gives the buyer all the information they need about the items they purchase, including prices, taxes, and delivery costs. The proforma template, similar to a basic invoice template, clearly states that the document is a proforma and not an invoice. This clarity will keep you informed and prepared when using it.

Download Proforma Invoice Word Template

Hourly Rate Invoice Template

If you provide services at an hourly rate, you need an invoice template that reflects your activity. This template allows you to add worked hours and hourly rates for each service you provide. It automatically computes the amount per service and the total amount.

Download Hourly Rate Invoice Word Template

Credit Invoice Template

A credit invoice is an invoice used to pay credit issued before. If you owe money to a company, you can pay part or all of it by providing products or services. This credit invoice template specifies the initial credit and automatically computes the credit balance. It also includes all the information on a basic invoice.

Download Credit Invoice Word Template

Shipping Invoice Template

A shipping invoice template is useful when you deliver goods to your customers. It allows you to include not only billing information but also shipping information, which may differ in many cases. Again, the template allows you to add prices per unit and quantities and automatically computes subtotals and the total amount to pay.

Download Shipping Invoice Word Template

Timesheet Invoice Template

Employee timesheets inspire the timesheet invoice template and allow you to show the exact working time for each service you provide. If the hourly rate invoice includes worked hours and hourly rates, the timesheet invoice template consists of each service's date and starting and ending times. It automatically computes worked hours and the total amount.

Download Timesheet Invoice Word Template

Review our Excel timesheet templates

Freelancer/Contractor Invoice Template

For some freelancers and contractors, the invoice only includes services and price per service. In this scenario, you need the freelancer/contractor invoice template that lets you add as many services as you need and a price for each of them.

Download Freelancer/Contractor Invoice Word Template

Project-based Invoice Template

The project-based invoice template is for an hourly invoice related to a particular project. It allows you to add the project name, but you may want to use the space for any information relevant to your project, such as the project’s status, activities, etc.

Download Project Invoice Word Template

Commercial Invoice Template

A commercial invoice template is helpful when you have much more data to add to an invoice. For example, international shipping or online orders fall into this category. The template refers to online orders and includes client identification, order number, delivery information, fees, billing and shipping information, and so on.

Download Commercial Invoice Word Template

Receipt Template

A receipt is proof that you received a payment. It must include all the information on the invoice plus payment-related information, such as the payment’s date and type (e.g., cash, credit card, PayPal, etc.).

Download Receipt Word Template

Estimate Template

An estimate template is useful when you have prices on demand. A potential customer may ask for a personalized solution for which you have to come up with a custom price. An estimate is not an invoice; it is just an informative financial document but still has most of the information in an invoice.

Download Estimate Word Template

FAQ

Find below the steps needed to go from a blank template to a professional invoice. Follow the steps without any stress:

• Download your free sample invoice template
  customize your business name and contact information — you might add a logo
• Include your client’s name and contact information
• Create a unique invoice number
• Add the invoice date and payment due date
• List the services or items with descriptions and costs for each one of them
• Calculate the total at the bottom
• Add the payment terms
• Check that the details are correct: client data, items mentioned, costs, taxes, and payment details
• Save it as PDF.
• If you send it via email, then create a new email and attach the PDF invoice.
• If you send it via mail, print the PDF invoice, and then mail it to the address of your client, with the payment details.

Among the variety of invoices that are there we would like to mention the following:

• Standard invoice — outlining the amount of money a client owes to your business
• Recurring invoice — the purpose of is to accept ongoing payments for specific time-intervals, such as one month or one year
• Prepayment invoice — use this invoice to collect a down payment or deposit before collecting the final payment
• Time-based invoice — billing clients for services done in a timed manner usually with a price per hour standard.

An invoice template is important for collecting payments from your clients. Customize the input fields so that it reflects the needs of your business and your client. Additionally, you need to include the invoice number, to be able to track various transactions and charges. Add the list of items and services, the costs of each of them, terms and conditions, date of issue and due date.

A robust invoice template should include the following elements:

• Your company's name, logo, and contact information (address, phone number, email, website)
• Customer's name, address, and contact information
• Invoice number (unique identifier for tracking purposes)
• Date (the date the document is created)
• Due date (the deadline for receiving payment)
• A list of the products/services supplied, including descriptions, quantities, rates, and subtotals for each item
• Any applicable taxes, discounts, or additional charges
• Total amount due
• Payment terms and methods (e.g., bank transfer, check, online payment)
• Any specific instructions or terms related to the payment, such as late payment penalties or early payment discounts
• Legal information, such as tax identification numbers or registration details (if required by regulations)

Yes, you can have multiple templates. The best part is, you can customize it to suit your specific needs. While an invoice template's basic structure and elements remain consistent, you have the flexibility to tailor the template to reflect your industry, business model, and any unique requirements. This adaptability allows you to use the same template across different business contexts, making your invoicing process versatile and efficient.

Follow these steps to make an invoice for your business:

1. Choose an invoice template: Select a pre-designed invoice template that suits your business's style and requirements.
2. Customize the template: You can personalize the template by adding your company logo, contact information, and any other branding elements.
3. Include necessary details: Complete the invoice with relevant information, such as the customer's details, invoice number, invoice date, itemized list of goods or services, prices, taxes, and payment terms.
4. Review and proofread: Double-check the invoice for accuracy, ensuring all amounts and calculations are correct and all necessary information is included.
5. Save and distribute: Save the completed invoice as a digital file, such as a PDF, and send it to your buyer via email or through your preferred invoicing method.

Using a well-crafted invoice template offers several benefits:

• Branding: A great invoice template allows you to incorporate your company's logo, colors, and branding elements, reinforcing your brand identity with every invoice.
• Efficiency: Templates streamline the invoicing process, making it quick and straightforward. They allow you to generate and send invoices promptly.
• Professional appearance: A visually appealing and well-structured invoice template enhances your company's professional image and can positively influence customer perception.
• Organization: Templates provide a structured layout for recording important details, making it easier to track and manage invoices, payments, and outstanding balances.
• Improved communication: Clear and well-formatted invoices facilitate effective communication between your business and your customers, reducing misunderstandings or disputes.

The most common format for sending invoices is PDF (Portable Document Format). PDF files are widely compatible, easily shareable, and preserve the original formatting and layout across different devices and operating systems. This ensures that the recipient sees the invoice precisely as intended, regardless of the software they are using. PDF files are typically smaller than other formats, making them easier to store and transmit electronically. You should use a Word or Excel template, as you can start with a blank invoice anytime you need it, where you add the work done or the costs.

Several software options are available for creating professional invoices. Here are a few popular options:

• Microsoft Excel: Excel provides a versatile and customizable platform for creating invoice templates with built-in formulas and calculations. It is also flexible and compatible with other Microsoft Office applications.
• Online invoicing platforms: Online invoicing platforms like QuickBooks, Xero, FreshBooks, and Zoho Invoice offer comprehensive invoicing features, including pre-designed templates, automated calculations, payment tracking, and integration with accounting software. These platforms often provide additional functionalities like expense tracking, time tracking, and reporting.
• Word processing software: Programs like Microsoft Word or Google Docs can create invoice templates. While they may not have the same level of automation as dedicated invoicing software, they offer flexibility and customization options.
• Invoicing apps: Mobile apps like Wave, Invoice2go, or Square Invoices provide convenient invoice creation and management on the go, with features tailored for small businesses and freelancers.

Choosing the right software for creating invoices is a key decision that impacts the efficiency and effectiveness of your invoicing process. It's important to evaluate these options based on your specific requirements, scalability, integration capabilities, customer support, and pricing before making a decision. This ensures that the software you choose is the best fit for your business's invoicing needs.

What are some tips for how to write an invoice that works?

The first step to writing an invoice that works is to check the legislation in your country and respect the format and information required. For example, invoices must be issued chronologically or in a particular series and number format. Other tips for writing an invoice are:

• Stick to an A4 page in portrait orientation
• Place details of both parts at the top of the invoice
• Use graphics to emphasize different data categories
• Include payment options (e.g., bank accounts, payment services, etc.)
• Use PDF format for digital invoices and sign them digitally.

When do you need to send an invoice?

You need to issue and send an invoice every time you get paid by a customer. Invoices are mandatory for tax purposes for all business-to-business transactions. They are also mandatory for other business categories, such as online commerce and many service businesses.

Why is it better to make invoices in Excel than in Word?

Excel includes formulas that help you avoid calculus mistakes, such as when computing taxes and fees. By using automatic formulas, you speed up the invoicing process, too. Formatting is also easier in Excel. Excel is best at adding rows and columns for specific information. With a little attention to design, you can create professional-looking invoices in no time.

How do automatic calculations work in Excel invoice templates?

Automatic calculations are commonly used for the following elements:

• Price per quantity (e.g., price per worked hours or multiple units of the same item)
• Subtotal per item
• Currency conversion
• Total amount per all items
• Taxes (e.g., VAT is a percentage of the total amount)
• Discounts (e.g., detract a percentage of the price)
• Total amount to pay.