How to fill in the invoice template
Prefer to fill it in online? The invoice generator has the same fields as a form, works out the totals and gives you a finished PDF. For a file you keep and reuse, download one of the versions above.
- Choose the currency you bill in, the name of your tax, the paper in your printer and a color, then download Word, Excel or PDF.
- Replace everything in square brackets: your business name and contact details at the top, the client under Bill to. Delete the lines you do not need, like a phone number.
- Give the invoice its number and fill in the invoice date, the date of the work or delivery (service date) and the date you expect to be paid.
- Add one line per product or service. In the Excel file, type the quantity and the rate; the amount, subtotal, tax and total fill in by themselves. If you do not charge tax, leave the rate empty and the tax stays at zero.
- Write how the client can pay and your payment terms in the two boxes at the bottom.
- Save your edited file under a new name for each invoice, so the empty template stays ready for the next one. If your program can export a PDF, send that version: the layout stays as it is and the amounts cannot be changed by accident.
The PDF is the print version. It has empty lines instead of placeholders and a few more item rows, so you can fill it in with a pen. Need to work out the tax for a line by hand? The sales tax calculator and the VAT calculator add it to a net price or take it out of a gross one.
How to number your invoices
Each invoice needs its own number that you never use twice. Pick one scheme and stick to it, so you and your client can find any invoice later.
| Scheme | Example | Works well when |
|---|---|---|
| Running number | 0001, 0002, 0003 | You send a handful of invoices a month |
| Year and number | 2027-001, 2027-002 | You want to see the year at a glance |
| Client code and number | ACME-014 | You bill a few regular clients |
Start with enough leading zeros for the year ahead, so the numbers sort in the right order in a folder. When you cancel an invoice, keep its number with a note instead of giving it to the next one.
Payment terms: wording examples
Say in plain words when and how you want to be paid. A fixed date leaves less room for doubt than a short code. Some neutral examples for the Notes / terms box:
- Payment due within 30 days of the invoice date.
- Payment due on receipt of this invoice.
- Please pay by [date] to the account under Payment details.
- Please quote the invoice number with your payment.
For the UK, GOV.UK's page on payment obligations says you can set your own payment terms, and that unless you agree a payment date, the customer must pay within 30 days of getting your invoice or the goods or service. It also says you have the right to charge interest for late payment, but you can choose not to.
To work out what to charge per hour before the first invoice, try the hourly rate calculator. When a client wants a price before the job starts, send an estimate with the quote generator first.
What an invoice usually contains
Each part of a typical invoice has its place in the template:
| Part | Where in the template |
|---|---|
| Your name, address and contact details | Top left |
| Number and dates | Top right: invoice number, invoice date, service date, due date |
| The client's name and address | Bill to |
| What you charge for | Line items with quantity, rate and amount |
| Tax and total | Subtotal, tax rate, tax and total under the items |
| How and when to pay | Payment details and Notes / terms |
For the UK, GOV.UK lists what an invoice must include: a unique identification number, your company name, address and contact information, the company name and address of the customer, a clear description of what you charge for, the supply date, the invoice date, the amounts charged, the VAT amount if applicable and the total amount owed. The same page says you must use VAT invoices if you and your customer are VAT registered, and GOV.UK's VAT invoices page adds that these must include your VAT number and show the VAT separately. Add your VAT number under your contact details if that applies to you.
Keep a copy of every invoice
Save each invoice you send, together with the date you were paid. In the US, the IRS names invoices among the documents that support your gross receipts. Its page on how long to keep records gives 3 years as the general period, with longer periods in some cases, such as 7 years if you claim a bad debt deduction.
Frequently asked questions
Is the invoice template really free?
Yes. Use it for as many invoices as you like, also in your business. There is no signup and no watermark. The bottom of the page carries one small line with our web address; in the Word and Excel files you can delete it.
Which version should I download?
Take Excel if you want the amounts worked out for you: type the quantity and rate and the file fills in the line amount, subtotal, tax and total. Take Word if you prefer to type everything yourself. Take the PDF if you write invoices by hand: print it and fill in the lines with a pen.
How do the Excel formulas work?
Each line multiplies Qty by Rate and rounds to the smallest unit of the currency, like cents. Leave Qty empty for a flat fee and the rate counts once. Subtotal adds up the lines, the tax line takes the subtotal times the rate you type (8.25 for 8.25 %) and Total adds both. The file uses only the IF, ROUND and SUM functions.
Can I add more line items?
In the Excel file, insert new rows between the first and the last item row so they fall inside the Subtotal range, then copy the Amount formula from the row above into them. In the Word file, add rows to the items table with the table tools of your word processor.
What does the currency choice change?
In the Excel file, every amount is shown with the symbol of the currency, like $, € or £, or with its code, like CHF. The Word file uses it in the placeholders, and all three versions name the currency in the Total line, for example Total (USD).
Does the template meet the rules in my country?
It has a line for the details most invoices show, and the guide above lists what GOV.UK asks for in the UK. Rules differ between countries and change, and VAT invoices often need more details, so check with your tax office or accountant what yours must include.