2021 Invoice Template – Invoices for Small Businesses

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

Features of Invoice Template

  • 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

Limits

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)

Download

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

Creating an invoice with Sales Invoice 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.

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

Manage inventory along with invoices using  Retail Business Manager


To manage all invoices and track unpaid invoices, please try our premium Invoice Manager templates, available for Excel and Google Sheets.

  • Invoice Manager
    Invoice Manager Excel Template For Small Business
    $35
  • Invoice Manager – Google Sheet Template
    $35

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

52 Comments

  • Hi,
    Thank you for making lives easy for small business people.
    I would like to know if the Invoice number and the date can be automatically updated each time I raise a new invoice. It will make using the template very user friendly.

    Reply
    • Hello

      Thank you for your positive feedback.

      This template does not store the details of the invoices generated. Hence the invoice number will not generate automatically. We might see if this feature can be added in future release.
      You can put the formula “+today()” on the invoice date to generate the current date and add a number of days to +today() to get the payment due date.

      Best wishes

      Reply
    • Hello

      It will not support three different taxes on the same item. You have to add all these taxes and put in the place of tax.

      Best wishes

      Reply
  • I have downloaded sale invoice template. In this auto calculation of amounts is not working. Please help me.

    Reply
  • I would like to change invoice but I need password please
    indzara as password is not working?

    Reply
  • You are welcome.
    As I had mentioned earlier, we also have to edit the formula. Only then the corresponding values will appear.
    Best wishes.

    Reply
  • First thank you for giving us for free this really great Invoice template.

    I saw Kirill asking you how to rename “AMOUNT BEFORE TAX” and “AMOUNT AFTER TAX” column (as well as pop-ups in this column) to my language.

    It doesn’t seems to work in Validation Settings. When i make changes to “AMOUNT BEFORE TAX” -> to my language, I can choose it from popup option but the problem is that values are later the same as “AMOUNT AFTER TAX”.

    Any solution would be appreciated. Thank you!

    Reply
  • Grat template! Thank you very much!

    I need to delete “DISCOUNT” column in invoice sheet and to rename “AMOUNT BEFORE TAX” and “AMOUNT AFTER TAX” column (as well as pop-ups in this column) to my language.

    How can I do this?

    Reply
    • Thanks.
      Please delete the DISCOUNT column header. Rename the Amount Before Tax and edit the values in the Data Validation settings. Formula also should be changed accordingly.
      Best wishes.

      Reply
  • when the gst template coming ?? for keeping records of purchase sales and auto populate gst returns ?

    Reply
    • The templates allow entering tax rate manually for each order. I am sorry. There is no GST specific template yet.
      Best wishes.

      Reply
  • Excellent free invoicing…Could i get a customization for my textile job work with 2 process in two different address…with GST invoice….I am doing the work at Erode,Tamilnadu.

    Reply
  • Good morning. I completely understand your tutorials and i read through your notes. However please am asking you how did you come up with the formula for the Name and Address field in the Invoice?

    Reply

Leave a Reply

Your email address will not be published. Required fields are marked *