Free Excel Invoice Template – Create Invoices for Small Businesses

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Sales Invoice Template Sample Full View

If you run a small business selling products, download this Free Sales Invoice Template and create invoices easily in Excel. You can create unlimited invoices and manage them all in one file. You can save time by storing your products and customers once and re-using them for invoices whenever needed.

Sales Invoice Excel Template
Sales Invoice Excel Template – Free Download

 

FEATURES

  • Create professional sales invoices for your small business instantly
  • Customize it to your need
    • Customize customer data that appears on the invoice
    • Change columns (2 columns are flexible) in invoice
    • Discounts can be set as amounts or %
    • Logo and other formats like colors or fonts can be changed as preferred
    • Currency can be set easily to suit your business need
  • Automatically calculate totals and subtotals
  • Handles tax rates at order level
  • Accommodates products that are not taxable
  • Handles discounts at product and order levels
  • Save time by storing customer and product data

 

LIMIT

The template is designed to accommodate 20 line items per invoice.

 

REQUIREMENTS

  • Microsoft Excel for Windows (2010 and above)
  • Microsoft Excel for Mac (2011 and above)

 

FREE DOWNLOAD – SALES INVOICE

Sales Invoice Excel Template V2

 

VIDEO DEMO


HOW TO CREATE INVOICES

INITIAL SETUP

Enter Business Information in Settings sheet

Enter Business Information to appear on Invoice
Enter Business Information to appear on Invoice

 

Enter Products in Products sheet

If you are new to Excel Tables, please read the article on how to use Excel Tables for data entry.

Enter list of Products in Products Table
Enter list of Products in Products Table

 

You can add columns or rename existing columns as you need. You can add more products anytime.

 

Enter Customers in Customers sheet

Invoice Builder - Enter Customers in Customer table with contact information
Invoice Builder – Enter Customers in Customer table with contact information

 

You can add columns or rename existing columns as you need. You can add more customers anytime.

 

Change Logo in Invoice sheet

Right Click on the logo image and choose ‘Change Picture. Select an image from your computer to replace.

Change Logo image on Invoice
Change Logo image on Invoice

 

If you don’t need a logo, just select the logo image and press the Delete key.

 

Customize Customer Information on Invoice

It’s easy to customize the appearance by selecting which field should appear.

Customer Information - Rearrange fields as needed
Customer Information – Rearrange fields as needed

 

7 fields can be customized. The list of information available in the drop down is based on columns in the Customers sheet.

Invoice Template - Customize Customer Info Fields
Invoice Template – Customize Customer Info Fields

 

Enter Tax Rate % in Invoice sheet

Enter Tax Rate in cell I50. You can change this later for each invoice if needed.

 

Apply Currency format in Invoice sheet

The template comes with no currency formatting by default as I would like the template to be useful in all countries. It’s easy to apply your currency.

In the Invoice sheet, press Ctrl+G. This opens a new dialog box.

Changing Invoice Currency - Press Ctrl+G and select CURR
Changing Invoice Currency – Press Ctrl+G and select CURR

 

Choose CURR and click OK. This will select all the cells that need to be formatted as currency. Press Ctrl+1.

Choose preferred Currency Symbol to use in Invoice
Choose preferred Currency Symbol to use In Invoice

 

After selecting and pressing OK, the invoice will have currency format applied.

Currency Format Applied to Invoice fields
Currency Format Applied to Invoice fields

 


CREATE AN INVOICE WITH INVOICE BUILDER TEMPLATE

With our initial setup complete, it’s time to create our first invoice. First, let’s make a copy of the Invoice sheet.

Make a Copy of Invoice Sheet
Make a Copy of Invoice Sheet

 

Rename the new sheet with the Invoice #. For example, for Invoice #1234, Let’s name the sheet 1234.

Rename the sheet with Invoice Number
Rename the sheet with Invoice Number

 

Now, we will create the invoice #1234.

 

Overview of Steps

  1. Enter Invoice # in cell J15
  2. Choose customer name in cell D17
  3. Enter Invoice Date in cell J18
  4. Enter Payment Due Date in cell J20
  5. Enter Product ID/Name, Quantity & Discount
  6. Enter Tax Rate% in cell I50
  7. Enter Order Discount Amount/% in cell I52
  8. Enter Other charges, if any, in cell J53
  9. Enter any comments or notes in cell C51
  10. Press Ctrl+P to preview & Print/export to PDF.

 

Steps in Detail with Screenshots

1. Enter Invoice # in cell J15.

Sales Invoice - Entering Invoice Number
Sales Invoice – Entering Invoice Number

 

2. Choose customer name in cell D17

Choose Customer for the Invoice
Choose Customer for the Invoice

 

Other customer information will automatically populate.

Customer Information - Rearrange fields as needed
Customer Information – Rearrange fields as needed

 

3. Enter Invoice Date in cell J18

4. Payment Due Date in cell J20

Enter Invoice Date and Payment Due Date
Enter Invoice Date and Payment Due Date

 

5. Enter Product ID/Name, Quantity & Discount

Enter list of Products in Invoice
Enter list of Products in Invoice

 

Choose Product ID from the list.

Selecting Product ID for Invoice
Selecting Product ID for Invoice

 

Description and Unit columns will automatically populate. If you would prefer some other attribute (or information) of products instead, you can just change it. How cool is that?

Choose any product information to display in second and third columns
Choose any product information to display in second and third columns

 

Enter Quantity and unit discount. The Price, Taxable and Amount will automatically populate.

Choose either Amount Before Tax or After Tax
Choose either Amount Before Tax or After Tax

 

You can choose to display either Amount Before Tax or Amount After Tax.

Continue entering products as many there are in the invoice. The maximum allowed is 20 in this template.

 

6. Enter Tax Rate% in cell I50

As we scroll down, we see the subtotal and total section. Here, we have two options.  Enter Tax Rate% in cell I50.

Enter tax rate in Invoice
Enter tax rate in Invoice

 

7. Enter Discount 

Next is Discount, where we can choose to use Discount Amount or Discount %.

 

Enter Invoice Discount
Enter Invoice Discount

 

If you choose Discount %, enter the value in decimals. For example, 0.01 for 10%. If you do not want to display any discount, just clear the cell.

 

8. Enter Other Charges

Enter Other Charges, if any, in cell J53. You can rename Other Charges to anything that applies. For example: ‘Shipping Charges’.

 

9. Enter Comments

Enter any comments or notes in cell C51.

Enter Comments or Notes in Invoice for customer
Enter Comments or Notes in Invoice for customer

 

10. Printing or Exporting to PDF

After reviewing and making sure everything looks good, it’s time to print or export.

Press Ctrl+P to preview print.

Print Preview and Print
Print Preview and Print Invoice

The page is set up to be print-friendly. So, you should be able to just print as it is.

To export to PDF, select the Export menu option.

Export to PDF Menu Option
Export to PDF Menu Option

 

In the following window, choose a location in your computer to store the PDF file and give a name to it. Tip: use your invoice number in the file name. Save all your invoices with the Invoice Number in the PDF file name in the folder. Thus, you will be able to easily identify a specific PDF if needed in the future.

 

RELATED TEMPLATES

Track invoices and due amounts in a simple free Invoice Tracker template

To manage inventory along with creating invoices, please visit Retail Business Manager


Extensions

What if you sell hourly services?

You can also use this template for services that you may charge hourly. In such cases, you will enter the number of hours in the Quantity column in the invoice. In the Products table, you will enter the Service name and provide the hourly rate as the Price.

 

What if it is consulting projects and not hourly?

You can also use this template if you work on consulting projects. You can enter your Project ID in the ID field, Project Name in Name field and enter Project description in the Description field. You can enter the project’s cost in the Price field.  You can enter Quantity as 1.

 

What if you want to use Product Name instead of Product ID as unique identifier?

You can choose to user Product ID or Product Name or your own field as key identifier of products. Just select the field in cell C28 in the Invoice sheet. Now, you can enter.

Choose unique Product identifier from ID/NAME
Choose unique Product identifier from ID/NAME

If you choose Name, the drop down list automatically will use Product Name instead of Product ID. Everything works smoothly.

 

How can I change the colors, fonts or other formatting?

All the formatting options are available to you. Just select the cells you need to modify format and use Excel’s default formatting options (in the Home ribbon) to change fonts, colors, appearance, number format or alignment.

Excel Formatting Options to customize the invoice
Excel Formatting Options to customize the invoice

 

If you change the font size or font, you can adjust the column widths and/or row heights to ensure that the print view is good.

 

How to sort data in Product list?
When you have a lot of products, it might become challenging to choose from the drop down menu in the Invoice worksheet, especially if the product IDs/Names are not sorted. By default, the order in which you entered the products in the Products table will be used as it is in the drop down menu. That means you could sort the products in the Products table and this would automatically give you sorted products in the drop down menu. This should help you in easier selection of products in the invoice.
Choose the cells in the Products table, Right Click –> Sort.

Sort Products by ID or Name
Sort Products by ID or Name

 

For more small business templates, please visit Small Business Excel Templates

46 thoughts on “Free Excel Invoice Template – Create Invoices for Small Businesses

  1. I would like to know if there is a way to increase the size of a data box so I can use a larger ie the customer’s name to be in font 24?
    Thank You

    1. Thanks for using our template.

      Please format the cell to your required font size as per your need.

      Best wishes

  2. When starting an initial invoice the customer billing and shipping information does not come up on the invoice.

    1. Thanks for using our template.

      Please ensure that customer and product details are filled before you raise an invoice. Any missing customer details will not generate the invoice.

      Best wishes

  3. Hi. First of all, I want to thank you for your work. It is indeed great work, but i have a problem with invoice sheet. it is protected and asking for a password to edit it. is it possible to get the password for it or if there is a way to make it unprotected shit.
    Best regards,
    Eric

    1. Thanks for using our template.

      Please use “indzara” as your password.

      Best wishes

  4. Hi,
    I forgot to mention that I am based in Mombasa, Kenya, in my earlier comment.

    All the details required to create and start using the invoice template are ready. But I am still having the problem of sequential invoice numbers on each new invoice.
    I need to get the invoice number issue sorted out so that i can start using it.
    If you can get me a paid version with the above requirement then I will glad to purchase it from you. This is the only invoice version which i have come across which fits my requirements.
    I shall highly appreciate if you can reply to my email.

    1. Thanks for your interest in our template.

      Please review our premium template Retail Business Manager – Excel Template at https://indzara.com/product/retail-business-manager-excel-template/

      Best wishes

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