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How to Make an Invoice in Word (2 Ways)

How to make an invoice in word
Photo by Romain V on Unsplash

As a freelancer working for multiple clients, invoices are essential. However, online invoice creators may be difficult to use, or ridiculously expensive. While Microsoft Word isn’t free itself, if you already use the Office suite of tools, you don’t need to pay for any additional invoicing software!

The 3 steps to make an invoice in Word from a template are:

  1. Select a template in Word
  2. Fill in the details
  3. Save and send your invoice

Below, we go through the steps of how to make an invoice in Word in more detail.

 

What to Include on an Invoice

Here are 7 things to include in your invoice:

  1. The word “Invoice” and invoice number
  2. Your business’ information
  3. Your client’s details
  4. Invoice dates (issue date and payment due date)
  5. Descriptions of goods or services
  6. Payment terms and disclaimers
  7. A thank you note

Next, let’s take an in-depth look at how to make an invoice in Word.

 

How to Make an Invoice in Word

There are two main ways to make an invoice in Word – using a pre-made template or creating an invoice from scratch. For beginners, pre-made templates are the way to go. If you want to make a more custom invoice, then starting from scratch is also an option. However, bear in mind that there is still room for customisation within the invoice templates.

How to Make an Invoice in Word With Pre-made Templates

1. Select a Template in Word

When you open Word, go to the search bar at the top of the window and type in “invoice.” Word will then bring up a selection of invoice templates for you to choose from. Select a suitable template and open it up.

how to make an invoice in Word
Select any of the available templates

2. Fill in the Details

Most templates come with placeholders to guide you in the process of making your invoice. All you have to do is fill in the details in the relevant places. Take note of the 7 key details mentioned above to include in your invoice.

Some templates may come with extra placeholders you don’t need. For example, you might not need a column for taxes. Feel free to move things around or remove anything you don’t need. While you want your invoice to have the necessary detail, it shouldn’t look messy.

3. Save and Send Your Invoice

After you complete your invoice, simply save it and send it to your client. We recommend saving it as a PDF, as that allows you to keep a copy for your own offline records.

create an invoice in Word from a template
Make sure to save it as a PDF

How to Create an Invoice in Word From Scratch

Creating an invoice in Microsoft Word from scratch requires a bit of formatting. Using tables is the easiest way to go, but you can then use things like the layout and design tabs to really make it unique. We won’t go through that here, but instead we’ll just discuss the things to include in more detail.

1. The Word “Invoice” and an Invoice Number

Start the invoice by simply typing the word “Invoice”. This makes it clear to the client that you’re issuing them an invoice. A big and bold “Invoice” at the top left will do.

An invoice number can help you track the invoice as well, especially if you’re dealing with multiple clients. This keeps your payment system systematic and organised. A simple number like “Invoice 001” is good enough. You can put this at the top right-hand side of the document.

2. Your Business’ Information

Below the title “Invoice”, you can input your business’ details. This includes your company name, address, contact details, and even a brand logo if you have one. For freelancers and sole traders, your name and contact details are sufficient.

3. Your Client’s Details

After adding your information, it’s time to insert your client’s details. Address your client by writing “Invoice To: [client]” and include their name and address. You can also type in their other contact details if applicable.

4. Invoice dates (Issue Date and Payment Due Date)

The issue date is the day you send the invoice to your client, while the payment due date is the date by which the client should pay the invoice. You can also include the date you completed each job.

5. Descriptions of Goods or Services

Include a table listing all the goods or services provided. You can insert a table in Word by navigating to the “Insert” tab on the top of the document, and choosing how many rows and columns you’d like your table to have.

You should have columns for general descriptions of your goods and services, as well as the amount payable for each item on the list. Include quantity and unit price columns as well. This makes it easy for both you and the client to double check everything. You may also wish to add a column denoting the time spent on each task if you’re paid by the hour.

Finally, have a clearly identified “Total” too. This is the most important figure to include!

6. Payment Terms and Disclaimers

State your payment terms and any disclaimers you may have. For example, you may request that your client pay the invoice within 30 days, or they may need to pay via PayPal or credit card.

7. A Thank You Note

Finally, as a good gesture, remember to leave a short thank you note. This is a small addition that just makes the invoice a little more personal.

 

If you already have access to Microsoft Word, it’s a great way to create invoices as a freelancer. It’s quick and easy when you use a template, but you still have a lot of customisation at your disposal too. But if you want some truly free invoicing software, check out this article. For more on freelancing in general, head over to the Sophical Blog.

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