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Free Invoice Templates (Excel)

Downloadable Invoice Templates in Excel for FREE

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Invoice Templates Excel

Download Free Invoice Templates in Excel

Pick a colour, preview the template, and download it as an editable Excel (.xlsx) file.

Excel Invoice Template in PDF (Add invoice details and download it in PDF format.)

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Invoice Templates Excel

Download Invoice Templates in Excel Format
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Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Template Excel
Invoice Templates Excel
Invoice Template Excel
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Invoice Template Excel
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Invoice Template Excel
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Invoice Template Excel
Excel Invoice Template

Excel Invoice Templates

You type the quantity and the rate. Excel does the sums. That is the whole point of an invoice template in Excel.

This page gives you a free invoice template Excel file with automatic totals. Download it, fill in your details and send it. You can also create an invoice online and save it as a PDF. Below you will find the invoice format in Excel, a worked example, and a step-by-step guide to build an invoice in Excel from scratch.

What is an invoice template in Excel?

An invoice template in Excel is a spreadsheet that already holds the layout of an invoice. It has the title, the number, the dates, the parties, the item rows and the totals. You replace the sample text with your own details.

The Refrens Excel invoice templates calculate the amounts and the total for you. Change a quantity and the total updates. You never add up a column by hand.

An Excel invoice template is a spreadsheet file that holds an invoice layout and calculates each line amount and the total from the quantities and rates you enter.

Use Excel when you want to see your numbers in rows and columns. It suits invoices with many line items, and it suits anyone who already works in spreadsheets.

Invoice template Excel free download in three steps

  1. Pick a template. Choose an Excel invoice template in the gallery above. The file downloads at once.
  2. Fill it in. Add your business details, your client's details, the invoice number and the date. List each item with a quantity and a rate.
  3. Check, save and send. Read the total once. Save the file, then send it by email or print it.

You need no signup, no email and no payment. Each free invoice template Excel file downloads at once, and you can download as many as you like.

Excel template or online invoice: which should you use?

Refrens gives you two routes. Pick by how you work.

  • Excel invoice template. What you get: An editable Excel file with automatic totals. Account: None. Limit: Unlimited downloads.
  • Online invoice generator. What you get: A PDF invoice. Account: Free account. Limit: 15 documents a year across all document types.

Refrens offers 12 Excel invoice templates. Use the Excel template when you want to edit the file yourself and keep it on your computer. Use the online generator when you want a finished PDF without formatting anything.

Unlimited downloads of the Excel templates need no signup. The files carry a small Refrens branding at the bottom of the page, and you can remove it. The online generator needs a free account. If 15 documents are not enough to judge the product, a Refrens sales person or account manager can extend your trial, so you can decide before you upgrade.

Invoice format in Excel: what each field does

A good invoice format in Excel lets the client pay without asking you a question. The same fields work as an invoice bill format in Excel. Check that your file carries these fields.

  • Title. What it settles: Shows what the document is. What to enter: "Invoice". Status: Good practice.
  • Invoice number. What it settles: Lets both sides point to one invoice. What to enter: A unique number in one series. Status: Good practice.
  • Invoice date. What it settles: Starts the payment clock. What to enter: The day you issue it. Status: Good practice.
  • Due date. What it settles: Tells the client when to pay. What to enter: A date, or the number of days. Status: Good practice.
  • Your details. What it settles: Identifies the seller. What to enter: Business name, address, contact. Status: Good practice.
  • Client details. What it settles: Identifies the buyer. What to enter: Name and billing address. Status: Good practice.
  • Items. What it settles: Defines what you bill. What to enter: Name, quantity, rate, amount. Status: Good practice.
  • Discounts and charges. What it settles: Explains how the price moves. What to enter: A labeled percentage or amount. Status: Good practice.
  • Tax. What it settles: Shows tax on the price. What to enter: The tax label and rate. Status: Local rules decide.
  • Total. What it settles: Fixes the amount due. What to enter: The total with the currency. Status: Good practice.
  • Payment details. What it settles: Tells the client how to pay. What to enter: Bank name, account name, account number. Status: Good practice.
  • Terms and notes. What it settles: Records conditions. What to enter: Late fees, thanks, anything the client must know. Status: Good practice.

Tax rules and required fields differ by country. This page gives general guidance. It is not legal or tax advice.

How to make an invoice in Excel from scratch

You can build the sheet yourself in ten minutes. Here is the layout.

  1. Set the top. Type your business name in A1. Add "Invoice", the invoice number and the date in the rows below.
  2. Add the item table. In row 7, type Item, Quantity, Rate and Amount in columns A to D. List your items from row 8.
  3. Add the amount formula. In D8, type the formula below, then copy it down the column.
  4. Add the totals. Use the formulas in the table below.
  5. Format and check. Format C and D as currency. Test with a quantity of 1 and a rate of 100. The amount must read 100.
  • D8. What it holds: Amount for one line. Formula: =B8*C8.
  • D11. What it holds: Subtotal. Formula: =SUM(D8:D10).
  • D12. What it holds: Discount at 5%. Formula: =D11*0.05.
  • D13. What it holds: After discount. Formula: =D11-D12.
  • D14. What it holds: Tax at 8%. Formula: =ROUND(D13*0.08,2).
  • D15. What it holds: Total. Formula: =D13+D14.

The ROUND formula keeps tax to two decimals, so the total matches what a calculator shows.

Invoice Excel template sample: an IT services firm bills a client

Illustrative example. We invented the business, the services and the rates.

An IT services firm bills a client for a month of work. It uses the layout above.

  • Backend development (hours): Quantity 40, Rate (USD) 50.00, Amount (USD) 2,000.00

  • QA testing (hours): Quantity 20, Rate (USD) 40.00, Amount (USD) 800.00

  • Server setup: Quantity 1, Rate (USD) 300.00, Amount (USD) 300.00

  • Subtotal: 2,000.00 + 800.00 + 300.00 = 3,100.00 USD

  • Discount at 5%: 3,100.00 × 0.05 = 155.00 USD, so 2,945.00 USD after discount

  • Tax at 8%: 2,945.00 × 0.08 = 235.60 USD

  • Total: 2,945.00 + 235.60 = 3,180.60 USD

In this illustrative example, an Excel invoice for 3,100.00 USD of work comes to 3,180.60 USD after a 5% discount and 8% tax.

The firm sends the invoice and bills five more clients that week. Each invoice needs the same client details typed again. That is where a file starts to cost time.

Where an Excel invoice breaks

Excel does the sums. It does not protect you from your own edits. Watch these.

  • A row added below the sum range. The subtotal reads SUM(D8:D10). You add an item in row 11 and the total ignores it. Insert new rows inside the range, above the last item.
  • A formula typed over. You overwrite a total with a number. The invoice looks right until the next change. Lock the formula cells before you send the file.
  • A percentage typed as 5. Excel reads 5, not 5%, and the discount is 500%. Type 5% or divide by 100.
  • Rounding that only looks right. The cell shows 235.60, but Excel stores 235.6043. Use ROUND on tax and discounts.
  • Two files with one number. You save a copy and send the old one. Rename each version and keep one number series.
  • No due date. The client pays when it likes. Always enter a date.

What an Excel template does not do

A spreadsheet helps you write one invoice. It has limits:

  • It does not number your invoices. You keep the series by hand.
  • It does not tell you when the client opens the invoice or when they pay.
  • It does not save your clients. You retype their details each time.
  • It does not check local tax rules. Confirm the required fields for your country.

The online generator builds a PDF from a form, one document at a time. Your Refrens account handles the rest.

From an Excel invoice to invoicing software

The example shows the friction. The firm retypes the client details on every invoice, and it tracks payments in a second sheet.

Use invoicing software when you invoice every week. It saves your clients, numbers each invoice and shows what is paid. Send a quote first? Quotation software with automatic calculations carries the quote into the invoice, so you never retype the job.

Some features sit on paid plans. Use a template when you send a few invoices a month. Move to the software when you retype the same details every time.

Which document do you need?

Match the document to the job.

Create your invoice

Scroll up, pick an Excel invoice template and download it free. Want a PDF instead? Fill in the form on this page and download it with a free account. More than 150K businesses across 170+ countries send quotations and invoices with Refrens.

Frequently asked questions

Where can I download a free invoice template in Excel?

You can download a free invoice template in Excel from this page. Pick a template in the gallery and the file downloads at once. You need no signup, and you can download as many as you like. The files carry a small Refrens branding that you can remove.

How do I make an invoice in Excel from scratch?

Start with a table of item, quantity, rate and amount. Put =B8*C8 in the amount cell and copy it down. Add a subtotal with =SUM(D8:D10), then a discount, tax and total below it. Add your details, an invoice number and a due date above the table.

What should an invoice format in Excel include?

An invoice format in Excel should include a title, a unique number, the date, a due date, your details, your client's details, the items with quantity and rate, discounts, tax, the total and the payment details. Terms and notes are useful too. Use the field table above as a checklist.

Does the Excel invoice template calculate totals automatically?

Yes. The Refrens Excel invoice templates calculate each line amount and the total from the quantities and rates you enter. Change a number and the total updates. Check the result once before you send it.

Is an Excel invoice or an online invoice better?

An Excel invoice gives you a file you edit and keep on your computer. An online invoice gives you a finished PDF from a form, with a design you pick. Use Excel for full control of the sheet. Use the online generator when you want speed and no formatting.

Can I save an Excel invoice as a PDF?

Yes. Excel can save or export a sheet as a PDF, so you can send the client a file they cannot edit. You can also create the invoice with the Refrens online generator and download the PDF with a free account. That route covers 15 documents a year across all document types.

When should I stop using Excel for invoices?

Stop when you retype the same client details every time or lose track of who has paid. A spreadsheet suits a few invoices a month. Invoicing software saves your clients, numbers each invoice and shows what is paid.

About Refrens. Refrens is invoicing and quotation software for small businesses, freelancers and service businesses. Create invoices, send quotations and collect payments in one place.

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