Free Excel Invoice Template

Keep invoice totals easy to update in Excel

Create your invoice online with totals that update as you add items. Spend less time setting up spreadsheet formulas and get the invoice ready for payment.

Prefer to work in Excel? Use a free XLSX template below.

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Free invoice template from Docelf

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Download a Free Excel Invoice Template

Download an Excel template below and save a blank copy. Fill in another copy for this customer. To use Docelf instead, select Create Invoice Online.

See six more Excel invoice downloads below.

How to Fill In an Excel Invoice Template

Save a working copy of the XLSX for this invoice. The picture shows the main invoice fields; their positions may differ in your downloaded workbook.

Docelf invoice illustration with numbered fields for business, customer, charges, and payment details
  1. Add Your Business: Enter your business name and billing contact details.
  2. Add Your Logo: Size the logo so it stays clear of the invoice details.
  3. Add the Customer: Replace the sample customer with the person or business you are billing.
  4. Number and Date the Invoice: Use a new invoice number. Set the issue date and payment due date.
  5. Enter Quantities and Prices: Enter each product or service with its quantity and unit price.
  6. Review the Formulas: Check line amounts and totals, especially after inserting rows.
  7. Add Payment Details: Write the agreed payment instructions and the reference the customer should use.

How to Check Excel Invoice Line Items and Totals

Enter the quantity and unit price in separate cells. Each line amount should equal quantity multiplied by unit price.

This fictional computer-accessory order uses US dollars. An illustrative 8% sales tax applies to all three items, with tax rounded to the nearest cent.

QTY Description Unit Price Amount
4 USB-C hubs $32.50 $130.00
6 USB-C cables $8.75 $52.50
2 Adjustable laptop stands $29.00 $58.00
Subtotal$240.50
Sales Tax (8% example)$19.24
Total $259.74

The three line amounts add up to $240.50. Adding $19.24 in example tax gives a total due of $259.74. Use the tax treatment that applies to your sale.

If a total looks wrong, check the formula and the cells it uses. Do not type over the formula just to make the displayed amount look right.

What to Include in Excel Invoice Terms

Keep the Terms and Conditions field readable when you print the spreadsheet. State the due date and the reference the customer should include with their payment. Keep these instructions on the invoice, not on a separate tab.

Use terms that match the sale and the policies your business actually uses. Check local requirements before adding fees or return conditions. Replace the bracketed details in this example with the agreed payment date and instructions.

Example: Terms and Conditions

  • Payment is due by [Due Date].
  • Pay by [Accepted Payment Method] using [Payment Details].
  • Please include [Invoice Number] as your payment reference.
  • Send questions about quantities or charges to [Billing Email].
Create an invoice online with Docelf

Use Docelf for Your Next Invoice

Docelf calculates line amounts and totals. Reuse saved customer details on your next invoice. Email the finished invoice or download a PDF.

Create Invoice Online

Keep the Formulas Working as You Edit

Formula cells calculate amounts from the quantities and prices you enter. Update those inputs without typing over the formulas, then check that each result uses the intended cells.

For example, if a quantity is in A2 and its unit price is in C2, the line-amount formula is =A2*C2. If three line amounts are in D2 through D4, =SUM(D2:D4) adds them for the subtotal. These cell references are examples; use the matching cells in your workbook.

Add More Items

When you add a row in the line-item area, it needs a formula that uses that row’s quantity and price. Check that the subtotal includes the new amount too. Notes belong outside the price columns so they stay separate from the calculation.

Adjust the Layout

Choose readable fonts and colors. Widen the description column when a product name needs more room. Add your logo without covering cells. A short thank-you message can sit below the payment instructions.

Check the Print Area Before Sending a PDF

A workbook can contain more than the invoice you intend to send. Review the print area and print preview after editing the layout.

Keep the XLSX as your working file and the checked PDF as the copy you sent. An invoice email template can help you write the message that goes with it.

More Excel Invoice Downloads

Choose another layout for your next bill. Each preview downloads its own XLSX file; keep a blank copy for reuse.

Keep Track of the Invoice After You Send It

An invoice total does not tell you whether the customer has paid. Keep the invoice number, due date, and payment record together so you know when to follow up.

Use the Docelf invoice template to keep payments with the invoice. You can see when a customer opens an emailed invoice. Record each payment when it arrives, then create a receipt from the invoice.

To use these features, create the invoice in Docelf. They are separate from the Excel download.

Choose How You Want to Edit the Invoice

Use Excel for a workbook you can save and edit yourself. Choose Google Sheets for a shared spreadsheet. Word and Google Docs offer document layouts for editing the wording.

Excel Invoice Template FAQs

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Create and send your invoice in Docelf

Create the next invoice in Docelf without setting up another spreadsheet.

  • Let Docelf calculate totals as you add items
  • Keep the due date and payment record together
  • Download a PDF or email the invoice
Create Invoice Online

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