Free Excel Invoice Template (.xlsx)
An invoice is the document a seller sends a buyer to ask for payment — the mirror image of a receipt, which confirms the money already arrived. This is our free invoice template as a real .xlsx file for Excel: not a PDF with an Excel label on it, but a spreadsheet you can open, edit and reuse. Line totals and the subtotal are live formulas, so the numbers add themselves up as you type; the tax figure is a cell you fill in yourself. Download it free — no email, no sign-up, no watermark.
Download the Excel invoice template
Excel invoice template
A real .xlsx invoice with line-total and subtotal formulas.
Every download is free — no email, no sign-up, no watermark.
The file is a standard .xlsx: it also opens in LibreOffice Calc, Apple Numbers, and imports into Google Sheets. If you'd rather work in Google Sheets natively, use the Google Sheets version instead.
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, rate. Each row's Amount is a formula in D12:D31 (`=Brow*Crow`) — type into the first three columns and let the fourth do its job.
- Subtotal — a formula in D33 summing the Amount column.
- Tax (enter amount) — the plain D34 cell. Enter your tax amount; it is blank for you to fill in, and nothing in this file works a tax rate out for you.
- Total — D35 (`=D33+D34`), a formula.
- 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.
Adding rows. Insert new rows _inside_ the item table — right-click a row number between the first and last item and choose Insert. Rows inserted inside the range keep their Amount formula and grow the subtotal automatically. Rows added _below_ the last item sit outside the sum; that's the classic reason a total comes out short.
The tax cell. Deliberately not a formula. Enter the amount that applies to you, or leave it at zero — the file never decides a rate for you.
Printing and PDF. The sheet is sized for US Letter with the print area already set, and the header rows are frozen so long invoices stay readable on screen. 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.
Frequently asked questions
Are the totals formulas — and does the file work out tax?
Row amounts, the subtotal and the total are live formulas: type a quantity and a rate and the numbers add themselves up. Tax is different — it's a plain cell you type an amount into. Nothing in the file works tax out for you; the rate that applies to your business is yours to enter.
How do I add more rows without breaking the subtotal?
New rows go inside the item table — right-click a row number between the first and last item and choose Insert. The new row keeps its Amount formula and the subtotal range grows with it. Rows pasted below the last item land outside the sum, which is how totals quietly come out short.
Will the file open in older Excel, LibreOffice or Google Sheets?
Yes — it's a standard .xlsx with ordinary formulas, no macros. It opens in Excel 2007 onwards, LibreOffice Calc and Apple Numbers, and imports into Google Sheets. If Google Sheets is where you actually work, the Google Sheets invoice template is the native version — no import step.