Invoice Template for Excel — Or Skip the Spreadsheet
Here's exactly how to build an invoice in Excel: the layout, the formulas for line totals, tax and the due date, and how to export it to PDF. Or fill the same invoice in online, with the maths done for you, and download the PDF.
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Download the free Excel invoice template
A blank one-page invoice as an .xlsx with the formulas already in: amount = quantity × rate on every row, then subtotal, discount, tax and total due. Type in your lines and export it as a PDF.
Free, no signup, no email needed. Or fill one in online and download the PDF
How to Make an Invoice Template in Excel
The layout and formulas below work in any version of Excel, and in Google Sheets.
| Row | A | B | C | D | E |
|---|---|---|---|---|---|
| 1 | Your business, address, email | Invoice no. | INV-0001 | ||
| 2 | Bill to: Client name | Issue date | 10/10/2026 | ||
| 3 | Client address | Due date | =E2+30 | ||
| 4 | Item | Description | Qty | Rate | Amount |
| 5 | 1 | Website design | 1 | 1,200.00 | =C5*D5 |
| 6 | 2 | Hosting, 12 months | 12 | 15.00 | =C6*D6 |
| … | … | ||||
| 15 | =C15*D15 | ||||
| 16 | Subtotal | =SUM(E5:E15) | |||
| 17 | Tax rate | 8% | =ROUND(E16*D17,2) | ||
| 18 | Total due | =E16+E17 |
=C5*D5 down from E5 to E15.- 1
Set up the header in rows 1 to 3
In A1 type your business name, address and email (turn on Wrap Text). In A2 and A3 put Bill to and the client's name and address. In D1 to D3 type the labels Invoice no., Issue date and Due date, and put the values next to them in E1 to E3. Add your logo with Insert > Pictures and drag it above row 1 or into the page header.
- 2
Add the line item table from row 4
In row 4 type the column headings: Item, Description, Qty, Rate, Amount (A4 to E4). Make the row bold with a fill colour. Leave rows 5 to 15 for line items, which gives you eleven lines. Format C5:C15 as Number and D5:E15 as Currency so every amount shows two decimals.
- 3
Calculate each line total
In E5 type =C5*D5 and drag the fill handle down to E15. If you don't want 0.00 showing on empty rows, use =IF(C5="","",C5*D5) instead; SUM ignores the blank results.
- 4
Add the subtotal, tax and total
In D16 type Subtotal and in E16 =SUM(E5:E15). In C17 type Tax rate, put the rate in D17 (for example 8%), and in E17 type =ROUND(E16*D17,2) so the tax is rounded to the cent. In D18 type Total due and in E18 =E16+E17. For a discount, add it as a line with a negative amount, such as -100.00, so the SUM includes it.
- 5
Set the dates
Type the issue date into E2 as a fixed value (Ctrl+; stamps today's date). In E3 use =E2+30 for Net 30 terms. =TODAY()+30 also works, but TODAY() recalculates every time the file is opened, so an old invoice would show a new due date. Format both cells as Date.
- 6
Export the invoice to PDF
Select A1:E20 and choose Page Layout > Print Area > Set Print Area. In Page Setup set the paper size (A4 or Letter) and Fit to 1 page wide, and turn off gridlines. Then use File > Save As (or File > Export) and pick PDF. Send the PDF, not the .xlsx, and save the workbook under a new name before you start the next invoice.
Where Excel Invoice Templates Break
Formulas break quietly
Insert a line below row 15 and the SUM doesn't count it. Type a number over a formula and that line stops calculating. Paste a quantity from an email and it lands as text. The invoice still looks right, and the total is wrong.
The PDF doesn't match the screen
Column widths, page breaks and fonts change between Excel for Windows, Excel for Mac and the Excel app on a phone. Without a print area and Fit to 1 page wide, the Amount column ends up alone on page two.
Numbering is up to you
Excel has no idea which invoice number you used last. Every invoice starts as a copy of the last file, so it's easy to send two invoices with the same number, or forget to change the client name.
Tax and discounts are manual
One tax rate is easy. Lines that aren't taxable, a discount on one line and another on the whole invoice, or a switch to a different currency each mean editing formulas by hand, on every copy of the file.
The Faster Route: Fill It In Online
Pick a template
Choose Classic, Modern, Minimal, Bold, Corporate or Elegant. It has the same parts as the Excel layout above: your details, the client, number, dates and line items.
Type on the invoice
Add lines with quantity and rate. Line totals, discounts, tax and the total are calculated as you type, and you can mark any line as not taxable.
Download the PDF
Download a print-ready PDF with no watermark and send it to your client yourself. No signup, and your draft stays in your browser.
What You Get Instead of a Spreadsheet
Tips If You Stick With Excel
Lock the formula cells
Select the cells people type into (header values, Qty, Rate, Description), open Format Cells > Protection and untick Locked. Then use Review > Protect Sheet. The formulas in column E can no longer be typed over by accident.
Save it as a template, not a workbook
Use File > Save As and choose Excel Template (.xltx). Opening it creates a new, untitled copy each time, so you never overwrite last month's invoice by accident.
Keep a numbering log
Add a second sheet listing each invoice number, client, date, total and whether it's paid. Check it before you send. Invoice numbers should be unique and sequential, for example INV-2026-0001.
Round tax to the cent
Wrap tax in ROUND, as in =ROUND(E16*D17,2). Unrounded tax can display as 8.33 while storing 8.3333, which makes the total a cent off from what the client adds up.
Always send the PDF
An .xlsx file can be edited by the client, shows your formulas, and opens differently on their machine. Export to PDF and send that.
Frequently Asked Questions
Yes. Download the free blank Excel template (.xlsx) at the top of this page. Line amounts, the subtotal, tax and total are already formulas: type a quantity and a rate and the row and totals fill in, and the due date follows from the invoice date and the terms. Nothing is protected, so you can change anything. It opens in Excel, Google Sheets, Numbers and LibreOffice. Send your client a PDF, not the .xlsx. Or fill the invoice in online and download the PDF.
With quantity in column C, rate in column D and line items in rows 5 to 15: the line total in E5 is =C5*D5 (filled down to E15), the subtotal in E16 is =SUM(E5:E15), the tax in E17 is =ROUND(E16*D17,2) with the tax rate in D17, and the total in E18 is =E16+E17. The due date is =E2+30 when the issue date is in E2.
The usual causes are a row inserted below the SUM range so it isn't counted, a formula typed over with a number, a quantity or rate stored as text (often after pasting), and tax calculated per line without rounding so the cents don't add up. Check that the SUM range covers every line, look for green triangles that flag numbers stored as text, and round tax with ROUND. In Invoita the totals are calculated for you, so none of this can happen.
Only on a template you never reopen. TODAY() recalculates whenever the workbook opens, so an invoice saved in March shows a new due date in May. Type the issue date as a fixed value (Ctrl+; inserts today's date as a value) and calculate the due date from it with =E2+30.
Set a print area around the invoice (Page Layout > Print Area > Set Print Area), choose the paper size and Fit to 1 page wide in Page Setup, turn off gridlines, then use File > Save As or File > Export and choose PDF. Open the PDF to check nothing has been cut off at the right edge.
Word opens PDFs directly (File > Open) and converts them into an editable document, though tables and spacing can shift. Excel doesn't open PDFs as documents; Excel for Microsoft 365 on Windows can import the table from a PDF through Data > Get Data > From File > From PDF if you need the numbers in a sheet. For changes, it's simpler to edit the invoice in Invoita and download it again: your draft stays in your browser.
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Skip the Formulas
Pick a template, type on the page and download your PDF. Totals and tax calculated for you. Free, no signup, no watermark.