Microsoft Excel is a handy tool for creating invoices thanks to its built-in functionality. Invoicing on Excel may initially be more time-consuming than using dedicated invoicing software, but it is relatively straightforward and, perhaps best of all, it’s free (if you already have Microsoft Office of course). Below, we’ll go through the steps of how to make an invoice on Excel.
How to Make an Invoice on Excel From a Template
The 3 steps to create an invoice on Excel from a template are:
- Open a new Worksheet on Excel and select a Template Invoice
- Add your information to the invoice
- Complete and save the invoice as a PDF
How to Make an Invoice on Excel From Scratch
The 6 steps to make an invoice on Excel from scratch are:
- Open a new Worksheet in Excel
- Add a header for your invoice
- Fill in the client’s details
- Add a table containing details of the products/services
- Add your payment terms and instructions
- Save the invoice and send it
In this article, we look at these steps of how to make an invoice on Excel in more detail. But first, let’s look at what information you need to include on an invoice.
What to Include on an Invoice
If you’re based in the UK, you’re required by HMRC to include certain information on an invoice. To start, the document must be clearly marked as an “Invoice”. At a minimum, it also needs to include:
- Your business name, address, and contact details. If you’re a sole trader, you must include your name in addition to any business name and an address at which you can receive legal documents. For limited companies, this is the full company name as it appears on your certificate of incorporation
- The client’s business name and address
- A unique identification number
- Invoice issue date
- A clear description of the goods or services provided (including the quantity of each)
- Date the goods/services were provided
- Total cost of each good/service
- VAT (if applicable)
- Total amount owed
It’s also a good idea to include:
- Information as to how the invoice can be paid, such as bank account details or a PayPal email address
- A timeframe for payment
- A thank you message to your client
In the US, invoicing requirements are more relaxed, but including the above information is a good starting point. Invoicing regulations vary between states so it’s best to check the specific requirements with your local authority.
Once you know what to include on your invoice, there’s a wide range of options out there when it comes to creating one. If you don’t want to use invoicing software, you can create an invoice on Excel by using a template or from scratch. Here’s how to create an invoice on Excel.
How to Create an Invoice on Excel From a Template
1. Open a New Worksheet on Excel and Select a Template Invoice
Go to File > New from Template.
Type “invoice” in the search bar in the top right-hand corner and hit Enter. This brings up a range of invoice templates. Select the one you want to use and click “Create.”
2. Add Your Information to the Invoice
You should now have an invoice template open that clearly shows the fields you need to update. The first time you do this, fill out the information that won’t change each time you make an invoice, like your company name and contact details. You can then save this as your own personalised template, so you don’t need to fill in this standard information each time.
3. Complete and Save the Invoice as a PDF
Once you’ve filled in the generic details, add the rest of the information such as the client’s details, product description, unique identification number, invoice total, etc. Then save the document as a PDF and it’s ready to email to the client!
If you’d prefer to design an invoice yourself, you can create an invoice on Excel from scratch rather than using a template.
How to Make an Invoice on Excel From Scratch
1. Open a New Worksheet in Excel
A blank Worksheet should appear when you first open Excel. If you already have Excel open, click on File > New.
2. Add a Header for Your Invoice
You need to manually format the invoice to make sure all the information you enter appears correctly when you convert it to a PDF. As a general guide, use columns A-F and rows 1-45. Adjust the column width and font formatting as you need to.
On the top left-hand side of the invoice, add your business name and contact details and a logo (if you have one). On the top right-hand side of the invoice, add the word “Invoice”. Add the date of the invoice and unique identification number under this.
3. Fill in the Client’s Details
On the left-hand side of the invoice under your details, add a “To” field and fill in the client’s name and contact details, including their business address, phone number, and email address.
4. Add a Table Containing Details of the Products/Services
Add columns for Product/Service Description, Date Supplied, Quantity, and Price. You can then use Excel’s SUM function to calculate the invoice total. In the Price Column, click in the cell after the last entry, then click “Σ” in the toolbar. It should automatically highlight the cells above that you want to total up. Then hit enter. Add a border around these columns to keep it tidy.
5. Add Your Payment Terms and Instructions
At the bottom of the invoice, give your client your account details for payment and confirm payment terms. For example, you can tell them that the invoice is due within 14 days and they must pay you via PayPal.
6. Save the Invoice and Send It
Save the invoice as a PDF to email to your client. It’s also worth saving the spreadsheet as a template, so you can reuse it for future invoices.