Sending a clear, professional invoice helps you get paid faster. This free template is ready to use in Excel, Google Sheets or LibreOffice: add your details and items, and the amounts, VAT, total and due date calculate automatically.
Download the free invoice template (.xlsx)
What is included
| Section | What it does |
|---|---|
| Your business details | Name, address, phone and email at the top |
| Invoice number and dates | Invoice date and an automatic due date 30 days later |
| Bill to | Your customer’s name and address |
| Items table | Up to 10 lines with quantity, unit price and automatic amount |
| Totals | Subtotal, VAT at your rate, and the total due |
| Payment details | Space for your bank account or payment instructions |
Yellow cells are for your information; everything else is calculated. The template includes example items so you can see how it works.
How to use it
- Download and open the file. For Google Sheets, upload it to Google Drive and open it with Sheets.
- Add your business details in the yellow cells at the top. Add your logo with Insert → Pictures if you like.
- Set the invoice number, for example INV-001.
- Enter the customer and your items: description, quantity and unit price.
- Set your VAT rate in cell D24, or enter 0 if you do not charge VAT.
- Add payment details, then save the invoice as a PDF and send it.
Save as PDF
- Excel (Windows): File → Save As → choose PDF as the file type.
- Excel (Mac): File → Save As → File Format: PDF.
- Google Sheets: File → Download → PDF.
Always send a PDF, not the spreadsheet itself, so the customer cannot change the numbers by mistake.
How the formulas work
- Amount:
=IF(D12="","",D12*E12)multiplies quantity by price, and stays empty on unused lines. - Subtotal:
=SUM(F12:F21) - VAT:
=F23*D24(subtotal times your VAT rate) - Due date:
=F4+30. Change 30 to 14 or 7 for shorter payment terms.
Important: the invoice date uses =TODAY(), which changes every day. Before you send an invoice, type the actual date in cell F4 so it stays fixed.
Tips to get paid faster
- Send it the same day you finish the work.
- Use clear item descriptions that match what you agreed, so the customer approves it quickly.
- Show the due date clearly and include every way to pay.
- Number invoices in order (INV-001, INV-002 …) and keep a simple list of which are paid.
- Follow up politely when an invoice is overdue. Our AI email guide has a ready-made payment reminder prompt.
Check local invoice rules
Some countries require specific details on invoices, especially for VAT, such as your VAT registration number or the words “Tax Invoice”. Check what your local tax authority requires and add those details to the template.
FAQ
Is it free for business use?
Yes. Use it for your own invoices as often as you like. Please do not resell the template.
Which currency does it use?
Amounts are plain numbers, so it works with any currency. Add your currency to the column headers or change the number format.
Can I add more than 10 items?
Yes. Insert rows inside the items table (above the last item row) and copy the Amount formula down. The subtotal will include them.