Invoice Template for Google Sheets — Or Skip the Spreadsheet
How to build an invoice in Google Sheets, step by step: the layout, the formulas for totals, tax and the due date, and the PDF export settings. Or fill the same invoice in online, with the maths done for you, and download the PDF.
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Download a free invoice template for Google Sheets
A blank one-page invoice spreadsheet with the formulas already in: amount = quantity × rate on every row, then subtotal, discount, tax and total due. It works in Google Sheets as it is.
To open it in Google Sheets: in Google Drive, New > File upload, pick the .xlsx, open it and choose File > Save as Google Sheets.
Free, no signup, no email needed. Or fill one in online and download the PDF
How to Make an Invoice Template in Google Sheets
The layout and formulas below. They also work unchanged in Excel.
| 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 | Brand photography, half day | 1 | 650.00 | =C5*D5 |
| 6 | 2 | Edited images | 40 | 6.00 | =C6*D6 |
| … | … | ||||
| 15 | =C15*D15 | ||||
| 16 | Subtotal | =SUM(E5:E15) | |||
| 17 | Tax rate | 8% | =ROUND(E16*D17,2) | ||
| 18 | Total due | =E16+E17 |
=ARRAYFORMULA(IF(C5:C15="","",C5:C15*D5:D15))- 1
Start a blank sheet and set up the header
Open sheets.new for a blank spreadsheet. In A1 type your business name, address and email, with Format > Wrapping > Wrap. Put Bill to and the client's name and address in A2 and A3. In D1 to D3 type Invoice no., Issue date and Due date, with the values in E1 to E3. Add your logo with Insert > Image > Insert image over cells.
- 2
Add the line item table from row 4
In A4 to E4 type Item, Description, Qty, Rate, Amount, then make the row bold and give it a fill colour. Rows 5 to 15 hold the line items. Select D5:E18 and choose Format > Number > Currency so amounts show two decimals.
- 3
Calculate the line totals
In E5 type =C5*D5 and drag it down to E15. Or put one formula in E5 that fills the whole column: =ARRAYFORMULA(IF(C5:C15="","",C5:C15*D5:D15)). With the array version, a line someone types into can't overwrite a formula below it, and empty rows stay blank.
- 4
Add the subtotal, tax and total
Type Subtotal in D16 and =SUM(E5:E15) in E16. Type Tax rate in C17, the rate in D17 (for example 8%), and =ROUND(E16*D17,2) in E17. Type Total due in D18 and =E16+E17 in E18. Add a discount as a line with a negative amount so the SUM includes it.
- 5
Set the dates
Type the issue date into E2 as a fixed value (Ctrl+; or Cmd+; inserts today's date). In E3 use =E2+30 for Net 30. =TODAY()+30 also works, but TODAY() updates every time the sheet recalculates, so an old invoice would show a new due date. Format both cells with Format > Number > Date.
- 6
Download the invoice as a PDF
Select A1:E20, then choose File > Download > PDF (.pdf). In the export panel pick Selected cells, set the paper size (A4 or Letter), choose Fit to width, untick Show gridlines under Formatting, and click Export. Send the PDF, and use File > Make a copy to start the next invoice.
Where Google Sheets Invoices Break
One overwritten cell, one wrong total
Type over a formula, add a line below the SUM range or paste a number that lands as text, and the total stops adding up. Nothing warns you, and the invoice still looks finished.
The PDF needs fixing every time
Sheets exports gridlines, splits wide sheets across pages and scales text unless you set the export options each time. What looks tidy on your screen can arrive as two pages with a lonely Amount column.
A shared sheet is an editable invoice
Share the link instead of a PDF and the client sees your formulas, your other tabs and the version history, and with edit access can change the numbers. Not what you want on a document asking for money.
Numbering and copies are manual
Each invoice is a copy of the last one with the number, date and client changed by hand. Miss one field and two clients get the same invoice number, or one gets the other's address.
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 sheet 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 any line can be marked not taxable.
Download the PDF
Download a print-ready PDF with no watermark, sized for A4, Letter, A5 or Legal. Send it yourself. No signup, and your draft stays in your browser.
What You Get Instead of a Spreadsheet
Tips If You Stick With Google Sheets
Protect the formula column
Select E5:E18 and choose Data > Protect sheets and ranges. Set it to show a warning, or restrict who can edit it, so nobody types over a total by accident.
Use ARRAYFORMULA for the line totals
One formula in E5 calculates every line, so there's nothing to drag down and no row to forget. It also leaves empty lines blank instead of showing 0.00.
Make a copy per invoice
Keep one clean master file and use File > Make a copy for each new invoice, named with the invoice number and client, such as INV-2026-0014 Acme. Never edit last month's invoice into this month's.
Stamp dates as values
Ctrl+; (Cmd+; on Mac) types today's date as a fixed value. Use that for the issue date and calculate the due date from it, so a reopened invoice never changes its dates.
Send the PDF, not the link
Download the invoice as a PDF and attach it. Clients and accounts payable teams file PDFs; a Sheets link can change after you send it, and with edit access the client can change it too.
Frequently Asked Questions
Yes. Download the free Excel template (.xlsx) at the top of this page and open it in Google Sheets: in Google Drive choose New > File upload, open the file and choose File > Save as Google Sheets (or in a blank sheet, File > Import). The formulas for line amounts, subtotal, tax, total and the due date all work in Sheets. Send your client a PDF of it, not a link to the sheet.
With quantity in column C, rate in column D and lines in rows 5 to 15: =C5*D5 in E5 filled down (or =ARRAYFORMULA(IF(C5:C15="","",C5:C15*D5:D15)) once in E5), =SUM(E5:E15) for the subtotal, =ROUND(E16*D17,2) for tax with the rate in D17, =E16+E17 for the total, and =E2+30 for a due date 30 days after the issue date in E2.
Use File > Download > PDF (.pdf) rather than printing straight from the browser. In the export panel choose Selected cells or Current sheet, Fit to width, your paper size and narrow margins, and untick Show gridlines. Check the preview on the right before you export.
It's better not to. A shared sheet shows your formulas, every other invoice tab in the file and its version history, and with edit access the client can change the numbers. Send the PDF instead. If someone else on your team fills invoices in, use Data > Protect sheets and ranges to lock the formula column.
Yes. Upload the PDF to Google Drive and it previews it like any other file. Right-click and choose Open with > Google Docs to convert it to editable text, but the layout usually doesn't survive the conversion. To change an invoice, edit it in Invoita and download it again; your draft is kept in your browser.
It's free and needs no account: pick a template, fill it in and download the PDF with no watermark. A free account is optional and adds saved clients, saved templates and paid/unpaid tracking, the job a tracking tab in Google Sheets usually does. Invoita doesn't email invoices or take payments; you send the PDF yourself.
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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.