Free Invoice Template for Excel
An Excel invoice template with formulas built in — enter quantity and price, and your subtotal, tax and total calculate automatically. Free, no sign-up, works in Excel and Google Sheets.
Invoice Template — Microsoft Excel (.xlsx)
Formulas built in — totals calculate automatically · 8.4 KB
A free invoice template for Excel that actually does the math for you. Enter a quantity and unit price for each line item, and the amount, subtotal, tax and total all calculate automatically using built-in formulas — no manual addition, no calculator needed.
What's Included
- Company and client detail fields, invoice number, date and due date (auto-calculated 30 days out, editable)
- An 8-row line-items table with live formulas:
Amount = Qty × Unit Price - Automatic
Subtotal, an editableTax rate (%)cell, and a calculatedTotal Due - A worked example row showing exactly how to fill it in
- A short legend explaining which cells to edit
How to Use It
Download the file and open it in Excel, or upload it to Google Sheets (File → Import → Upload) — the formulas carry over correctly in both. Only the shaded cells are meant to be edited: the Description, Qty and Unit Price columns, plus the tax rate cell. Everything else — Amount per row, Subtotal, Tax amount and Total Due — recalculates on its own as soon as you type.
To add more line items beyond the 8 provided, select the last row, right-click and choose "Insert row below," then copy the formula from the Amount column down into the new row.
Excel vs. the Live Invoice Generator
This template is the better choice if you already track your invoices in spreadsheets, want to keep a running log across multiple invoices in one workbook, or need to customize the formulas for a specific pricing structure. If you'd rather skip Excel entirely and get a ready-to-send PDF in one browser tab, use the Invoice Generator instead — no spreadsheet software needed at all.
Prefer a PDF in one click?
Skip the spreadsheet — build your invoice in the browser and download a polished PDF instantly.
Tips for Best Results
- Click into the amount and total cells to see how the formulas work, and insert any extra line items inside the existing item rows, not below them, so the subtotal formula still includes them.
- Keep a master copy with your details filled in, and work on a copy for each invoice, so you never overwrite your template.
- Use the tax rate cell for your own rate, such as a VAT, GST or sales tax percentage, and check totals against a calculator before sending.
- Export the finished sheet as a PDF before emailing, which keeps the layout fixed and prevents accidental edits to formulas.
What an Invoice Usually Needs to Include
Requirements vary by country, but most invoices show the seller's name and address, the customer's name and address, a unique invoice number, the issue date, and a clear description of the goods or services with quantities and prices. Where you are registered for VAT, GST or sales tax, you normally also show your tax number, the tax rate and the tax amount, and in many EU countries the date of supply. Add the total due, the payment terms, such as net 30, and how to pay you. If you are unsure about the rules for your business, ask your accountant or check your tax authority's guidance, because a template cannot know your local obligations.