Free Excel Invoice Template (.xlsx)

Choose the Excel invoice that matches the work

Use Simple for a short general invoice, Service for fixed-fee or repeated services, Hourly when time × rate is the calculation, and Tax when you need a separate manually entered tax amount. Each file is a separate workbook, so you can keep the version you actually use without deleting unused columns. Choose the Word invoice template when the invoice needs a document-style layout instead of spreadsheet formulas.

Use the Tax (if applicable) field to record a tax amount you enter manually.

What goes on the invoice — and which cells do the adding

Fill in the white cells; leave the shaded ones alone — the shaded ones are formulas.

• Invoice number and date — top right. One sequence, in order; a gap you can explain is fine, the same number twice is not.
• From — your business details. Bill to — the client who owes the money.
• Line items — one row per item: description, quantity and rate. Each row's Amount is a formula that multiplies quantity by rate. Type only in the input columns and leave the calculated Amount cells intact; their exact column and row range differs by layout.
• Subtotal — a formula summing the Amount column. Its cell address differs between the Simple, Service, Hourly and Tax layouts, so use the labelled Subtotal row rather than relying on one fixed address.
• Tax (if applicable) — enter the tax amount manually.
• Total — a formula adding the subtotal and manually entered tax amount.
• Payment details and notes — how to pay you, and by when.

Editing the .xlsx: formulas, adding rows, printing

The formula cells. Row amounts, the subtotal and the total are live formulas. If you type over one by accident, Ctrl+Z (⌘Z on a Mac) brings it back — or copy the same cell from the row above.

Using or adding rows. Start with the blank item rows already provided. If you need more, insert the row inside the item area, copy the Amount formula from a neighbouring row, and confirm the Subtotal range includes the new row. A row added below the item area sits outside the sum until you extend the formula range.

Tax (if applicable). Enter the tax amount manually and review the final total before sending.

Printing and PDF. Open Print Preview and check the page breaks after adding or removing rows. To send the invoice, use File › Save As › PDF (or File › Export) and email the PDF — send the .xlsx itself only if the client asked for a spreadsheet, because a spreadsheet shows its formulas and any leftover edits.

How the three calculation patterns work

For example, 2 hours × $50 produces a $100 line amount and a $100 subtotal before any applicable tax. Enter the tax input separately when it applies; the workbook then updates the final total.