How to Make an Invoice in Excel (Step-by-Step + Free Template)

The fastest option: start from a free template

If you just need an invoice today, download our free Invoice Template for Excel and Google Sheets. Totals, tax and discount are already calculated, so you only type your details and items. The rest of this guide explains how an invoice is built, so you can adjust the template or make your own.

What every invoice should include

• Your details: business or trading name, address, email and phone. Add your tax or VAT number if you are registered.
• Client details: the client’s name or company and their billing address.
• Invoice number: unique and in sequence, for example INV-2026-001, INV-2026-002.
• Invoice date and due date: or payment terms such as “Net 30” (payment due within 30 days).
• Line items: a description of each product or service, quantity, unit price and line amount.
• Subtotal, discount, tax and total due.
• How to pay: bank details, payment link or accepted methods, plus any late-payment terms.

Rules about what an invoice must show vary by country, especially for tax. If you charge VAT or sales tax, check the requirements of your local tax authority.

How to build an invoice in Excel, step by step

1. Add the header. Put your business name in large bold text in cell A1 and your contact details underneath. Type INVOICE on the right, with the invoice number, invoice date and due date below it.
2. Add the client block. Under a small “Bill to” label, type the client’s name and address.
3. Create the item table. In row 10 type the headings Description (A), Qty (B), Unit price (C) and Amount (D). Leave rows 11 to 20 for items.
4. Add the line formula. In D11 enter the formula below and fill it down to D20. It stays blank until you type a quantity.

=IF(B11="","",B11*C11)

5. Add the totals under the table:

6. Calculate the due date automatically. If the invoice date is in F5, enter =F5+30 in F6 for 30-day terms, and format the cell as a date.
7. Format money. Select the price and amount columns, press Ctrl + 1 (Command + 1 on a Mac) and choose Currency with your currency symbol.
8. Add payment details and a thank-you note at the bottom.
9. Fit it on one page. In File › Print, choose Fit All Columns on One Page and check the preview.

Save and send it as a PDF

Always send a PDF rather than the editable spreadsheet: it looks the same on every device and cannot be changed by accident.

• Excel on Windows: File › Save As, then choose PDF as the file type, or use File › Export › Create PDF/XPS.
• Excel on Mac: File › Save As and set File Format to PDF.
• Google Sheets: File › Download › PDF.

Name the file clearly, for example INV-2026-014 Client Name.pdf, and save a copy in a folder for the year.

Reuse your invoice in seconds

Once your layout works, save it as a template (File › Save As › Excel Template). For each new invoice, open the template, change the number, date, client and items, and export a new PDF. Keep a simple log sheet with each invoice number, client, amount, due date and paid date so you always know who still owes you.

Common invoicing mistakes to avoid

• Reusing or skipping invoice numbers.
• Leaving out the due date, so clients pay whenever they like.
• Vague descriptions such as “Services”; write what you did and for which period.
• Charging the wrong tax rate, or charging tax when you are not registered for it.
• Sending the editable .xlsx file instead of a PDF.

Frequently asked questions