Free Invoice Templates

Before you start using these templates, it’s important to know how to use them as well as proper invoicing etiquette. Here are some tips for how to create invoices.

What is an Invoice?

An invoice is simply a document a seller sends to a buyer (usually for a service, but can be for products as well) in order to record and collect payment. Sending invoices lends further professionalism to your client relationships and makes it easier for you to keep track of where money is owed.

How to Use These Invoice Templates

As you prepare to send your first invoice, familiarize yourself with these invoicing do’s and don’ts so you can get paid quickly and correctly every time.

DO set unique invoice numbers
DO add a description of provided goods/services
DO specify a payment due date
DO track when the invoice was paid or not

DON’T send an unexpected invoice
DON’T leave out accurate payment details
DON’T include fees not mentioned previously
DON’T send your invoice on the day it’s due

Invoices are composed of both permanent and changing elements. You don’t need to reinvent the wheel with every invoice so long as you change the fields that need to be updated each time, such as the items and descriptions of services or products being billed.

Once you’ve selected an invoicing template, follow these steps to prepare it before sending it to your customer:

Have consistent style and branding that you will use for every invoice. Add your logo and any relevant branding to cohesively integrate invoicing into the customer’s journey with your business.

Add contact information for your business, including your business’s name, address, phone number, and email address. You’ll also need to include the same information for your client or customer, though make sure you’re using the right point of contact for their company’s billings.

Create an itemized list of all products or services provided, with a clear breakdown of rates, hours worked (if applicable), item subtotals, and brief descriptions of each item.

Total items and add relevant fees such as sales tax or shipping.

Give it a unique invoice number to keep your records organized and make it easy to refer back to when necessary. Create a numbering system that will help you keep your invoices distinct, such as a simple numbering sequence or ordering them by client ID number.

Determine timelines for when the invoice is to be sent and when payment is due. Give a specific date for when payment is expected due so the timeline is clearly communicated to your customer.

Identify payment options and terms to make it as easy as possible for your customer to fulfill the invoice in a timely manner.

Choosing the right invoice format for you ultimately depends on your preference and business needs, but there are some advantages and disadvantages to each that you should consider!

Word Invoice Templates

Microsoft Word has customizable invoice templates with pre-built fields and lines that are easy to fill and send. The main drawback of using Word is that you have to actually have Microsoft Office in order to use it, as does the recipient of the invoice to avoid formatting issues. If the recipient has a different version of Word, formatting may be altered due to compatibility issues as well.

Excel Invoice Templates

Due to its nature as a spreadsheet software, Microsoft Excel has invoice templates with formulas incorporated to automatically calculate totals with ease. Unfortunately, Excel faces the same issue as Word, making it difficult for recipients to view an invoice if they don’t have the needed software.

Google Docs Invoice Template

If you don’t have Microsoft Office access, Google Docs is an excellent Word alternative. This clean, simple Google Docs invoice template will work well for any business. To use this template, select File > Make a Copy to save it to your own Google Drive before inputting your information and branding. Similar to Word, Google Docs doesn’t have formula capabilities, meaning you’ll need to manually input all the information.

Google Sheets Invoice Templates

As Google’s alternative to Microsoft Excel, Sheets offers many of the same benefits in a free, cloud-based platform. Use formulas to calculate quantities and totals, streamlining your invoice-building process. Google Sheets has many invoice templates available in their template gallery with formulas already in place so you don’t have to be a spreadsheet expert to use them.

PDF Invoice Templates

The primary benefit of PDF invoice templates is that they don’t have any risk of formatting errors and the recipient doesn’t need any special software or account to access them. With a PDF invoice template, you can easily download, print out, and email invoices to customers rather than sending them an external link. Our PDF invoice template is designed for easy customization and simplicity of use to make invoicing your clients a breeze.

Invoicing software will take your business’s finances to the next level with automated integrations and an effortless customer experience. Here are just a few of the key benefits:

• Invoicing integrated with your other financial software
• Easily customizable to showcase your branding
• Automatically generates invoice numbers
• Saves customer details for future invoicing
• Ability to send invoices via multiple channels
• Connects with payment apps for ease of processing
• Unlimited invoice creation and storage