How to Make an Invoice Template in Excel

Creating a professional invoice doesn't have to be complicated or require special accounting software. Microsoft Excel, a tool you likely already have, is perfect for building a clean, custom invoice template you can use again and again. This guide will walk you through creating one from scratch and show you how to use Excel’s pre-built templates for an even faster solution.

Good Ol’ Spreadsheets: Why Use Excel for Invoices?

Before jumping into the how-to, let's cover why Excel is a solid choice for invoicing, especially for freelancers, small businesses, and startups.

• It’s (Probably) Free: Most people already have access to Excel through a Microsoft Office subscription or can use free online versions. This means you have no extra software costs to worry about.
• Total Customization: Unlike rigid invoicing software, Excel gives you complete control over the layout, colors, fonts, and branding of your document. Your invoice can perfectly match your brand aesthetic.
• Easy Math: Excel’s main job is calculations. Using simple formulas, you can set up your template to automatically calculate totals, taxes, and discounts, reducing the chance of human error.
• Universally Accessible: Nearly everyone can open an Excel file or a PDF created from one, making it easy to send invoices to clients without worrying about compatibility issues.

How to Create an Invoice Template in Excel from Scratch

Building your own template is rewarding and gives you the most control. We’ll go section by section. Open a blank workbook and let’s get started.

Step 1: Set Up the Invoice Header

The header is the top section of your invoice. It provides all of your business details and the essential invoice identification information.

Start by reserving the top 8-10 rows for this section. You can merge cells to make things look cleaner. For example, to make a large company name title, you can highlight cells A1 through F1 and click the "Merge & Center" button on the Home tab.

Key Information for Your Header:

• Your Company Logo: Go to the Insert tab, click Pictures, and select your logo file. Resize it and place it in a corner, often the top left (e.g., in the space of A2:B4).
• Your Company Information: In the opposite corner (e.g., cells E2:F5), add your company name, address, phone number, and email. Label them clearly.
• "INVOICE" Title: Make this text large and clear so your client knows exactly what they’re looking at. Merging cells A6 across to F6 and using a large, bold font works well.
• Invoice Details: Below the main title, create fields for an Invoice Number, Invoice Date, and Payment Due Date. This is critical for record-keeping and getting paid on time. Give each a label and a cell next to it for the value (e.g., Label in E7, value in F7).

_Pro Tip:_ Assign a unique invoice number to every invoice. A simple system is to use the year followed by a sequence number, like 2024-001, 2024-002, etc. This helps you and your accountant track payments.

Step 2: Add the Client Information Section

Directly below the header, you need a section dedicated to your client’s details. A common label for this area is “Bill To.”

In a section like cells A10:C15, add the following labels:

• Client Name
• Company Name (if applicable)
• Street Address
• City, State, ZIP
• Email Address

Leave the cells next to these labels blank. This is where you'll fill in the specific client’s information each time you use the template. Using a border around this section can help visually separate it from the header.

Step 3: Create the Line Items Table

This is the core of your invoice, where you’ll list the products or services you provided. This should be structured like a table.

Set up column headers in a single row, for example, row 17. The essential columns are:

• Description of Service/Product: A clear explanation of what the client is paying for. This column should be the widest (you can adjust column width by clicking and dragging the line between column letters at the very top).
• Quantity: The number of units or hours.
• Unit Price: The cost per unit or per hour.
• Amount: The total for that line item (Quantity x Unit Price). We'll automate this with a formula in the next step.

Make these column headers bold to distinguish them from the data. You can also add a bottom border to the header row to make it stand out. Reserve about 10-15 rows below for your line items.

Step 4: Automate Calculations with Formulas

Here’s where Excel’s power comes in. We’ll use formulas so you don't have to do any manual math.

Calculating the Amount for Each Line Item

Let's assume your first line item is in row 18, with Quantity in column C and Unit Price in column D. The Amount will be in column E.

In cell E18, type the following formula:

=C18*D18

This formula multiplies the value in C18 by the value in D18. Now, click on cell E18, grab the small square dot (the fill handle) in the bottom-right corner, and drag it down for as many rows as you need. The formula will automatically adjust for each row (e.g., E19 will become =C19*D19).

Calculating the Financial Totals

At the bottom of your line items table, set up rows for Subtotal, Tax, and Total.

1. Subtotal: This is the sum of all the "Amount" column values. Let’s say your amounts are in cells E18 through E28. In the cell next to your "Subtotal" label (e.g., E29), enter:

=SUM(E18:E28)

1. Tax: Calculate the sales tax based on the subtotal. If your tax rate is 7%, you would multiply the subtotal by 0.07. In the cell next to your "Tax" label (e.g., E30), enter the following formula, assuming your subtotal is in E29:

=E29*0.07

You can change 0.07 to whatever your applicable tax rate is. If you don't charge tax, you can skip this step or enter 0.

1. Total: Finally, add the subtotal and the tax. In the cell next to your "Total" label (e.g., E31), enter:

=E29+E30

Style the Total cell by making it bold and increasing the font size so it’s easy to find.

Formatting as Currency

Highlight all the cells containing monetary values (Unit Price, Amount, Subtotal, etc.). In the Home tab, find the "Number" format section and select Currency from the dropdown menu. This will add the dollar sign and format the numbers correctly.

Step 5: Add a Footer Section

The footer is a great place for payment instructions, terms and conditions, or a simple thank you note.

At the bottom of the worksheet, you might add:

• Payment Terms: For example, "Payment due within 30 days."
• Accepted Payment Methods: List how you can be paid (e.g., Bank Transfer, Check, PayPal). Include necessary details like your bank account information or PayPal email.
• Notes: Any additional information about the project.
• Thank You Message: A polite "Thank you for your business!" is always a nice touch.

Step 6: Save Your File as a Template

To make this reusable, don't save it as a regular Excel Workbook. Instead, go to File > Save As. In the "Save as type" dropdown menu, choose Excel Template (*.xltx). Give it a name like "My Invoice Template."

Now, whenever you select File > New, your custom template will appear under the "Personal" tab, ready to be filled out with new client information.

The Fast Lane: Using a Pre-Built Excel Invoice Template

If you're pressed for time, Excel comes with dozens of free, professionally designed invoice templates.

1. Open Excel and go to File > New.
2. In the search box at the top, type "invoice" and press Enter.
3. You’ll see a gallery of different templates. Click on one to see a preview.
4. Once you find one you like, click the Create button.

A new workbook will open, populated with the complete template. All the formulas for totals are already in place. All you have to do is replace the placeholder content with your company logo, information, and client details. It's the quickest way to get a functional and great-looking invoice in minutes.

Final Thoughts

Whether you build your invoice template from the ground up or download a pre-built one, Excel provides a flexible, powerful, and cost-effective way to manage your billing. Having a solid template not only saves you time but also ensures your business communication is consistent and professional.

Creating and sending invoices is the first step, but the real power comes from understanding what that data means for your business. Instead of manually exporting sales data into yet another spreadsheet to check performance, we built Graphed to do the heavy lifting for you. We connect to your financial tools, sales platforms, and marketing apps, transforming all that raw data into clear, real-time dashboards so you can see how your business is doing without drowning in manual reporting.