How to create an invoice from an Excel template?

Every entrepreneur knows the struggle of manually creating invoices, double-checking calculations, and ensuring all the necessary details are included. This tedious process can take up precious time that could be better spent growing a business.

Next time you need an invoice, try an Excel invoice template instead. Whether you’re a first-time user or a spreadsheet pro, Excel can help you create professional invoices quickly and efficiently.

With a wide array of customizable templates, you can produce invoices tailored to your brand and specific needs with just a few clicks. The best part? Once you customize an Excel invoice template for your business, you can easily generate subsequent invoices that follow a consistent, professional format.

How to create an invoice from an Excel template?

Creating an invoice from an Excel template is simple. Here's a quick step-by-step breakdown:

  1. Choose and download a template. You can find a variety of templates online. Look for options that include fields for essential details like your business name, contact information, client details, item descriptions, pricing, and totals. You can also search for a new template within Excel. Go to “File” → “New from Template” → and either scroll through the available options or search for “invoice” in the top right search bar.
  2. Open the template in Excel. Once you've found the template you want to use, download and open it in Microsoft Excel. The template will typically open as a new workbook in Excel.
  3. Customize the invoice. First, locate the header section of the invoice, usually at the top of the template, where you can input your business name, logo, and contact information. Replace the default placeholder information with your own details to personalize the invoice. Make your way down the invoice and update the sections as needed, from inputting the client information to adding the relevant invoice details, like the items or services provided, pricing, and payment terms.
  4. Calculate totals. Many invoice templates have built-in formulas to calculate totals automatically. If the template you chose doesn't have these formulas, you can create them yourself. In the total column, use Excel formulas like "=SUM" or "=PRODUCT" to calculate the subtotals, taxes, discounts, and the grand total.
  5. Save and send the invoice. Once you've filled in all the necessary details, save the invoice as a separate file, giving it a unique name for easy reference. Then convert the Excel invoice into a PDF file to maintain the formatting and send it electronically via email.

What to include on an invoice form in Excel?

Start by creating an invoice using our invoice template generator. Then customize your template following the instructions below.

Basic information for an Excel invoice

No matter the type of business, every Excel invoice should include the same basic information, including:

  1. Your contact information: Include your company’s name, phone number, email address, and company website.
  2. Your client's information: Make sure to include at least an email address and a phone number. A physical mailing address is nice to have.
  3. Invoice #: There are multiple ways to assign invoice numbers. The simplest is chronological and by breaking your invoice number into multiple parts, like using a unique customer number with a variable project number. So, when Jane Doe (customer number 25) makes another purchase or hires you for another job (the fifth one this year), you could list that as #25-0005.
  4. Invoice date: This should be the day you send out the invoice, not the day you created it. Make sure your invoice date, payment terms, and due date line up. For instance, if your payment terms are 30 days, then the due date should be exactly 30 days from the day you sent the bill. And, use this date format on your Excel template to solve for international differences: Month (spelled out), date, year. (Example: December 28, 2022)

Tip: With PayPal Invoicing, we’ll automatically help you calculate the due date. And if you’re sending internationally, we’ll automatically display the invoice date in the proper format for your customer.

Additional information

Supplying as much information about the products or services provided helps avoid any potential delays in getting paid. You also want to be as transparent as possible when sending a bill, specifying not only your rates but also the terms for payments. Make sure to break down the total amount due by stating the subtotal as well as any taxes or fees.

In addition to your company information listed above, your simple invoice template for Excel should generally include the following:

  1. Service details: Be as clear as possible when describing the product or service you provided.
  2. Service date: Including a service date is optional, but if you decide to note it, this would be the date you performed the service.
  3. Description: Be specific. For example, if you're a dog walker, you may want to say something like, “Walked Jack the beagle from 2-2:30pm on May 5.” Being clear and descriptive lets your customers know what you're billing them for, and that can save you time in follow-up questions. Using Excel for your template allows you to make space for longer descriptions, if necessary.
  4. Billing rate: Depending on the service you provide, you may want to bill by hours, quantity, or even a flat rate—look for a tool that gives you the flexibility to bill whichever way your business needs and allows you to include items like sales tax.
  5. Notes: Many companies that have been in business for a long time rely on client loyalty, so adding personal touches can go a long way. Whether you add a note that says, “Thank you for your business” or “Hope to see you again,” including this section on your Excel template can help you make a lasting impression.
  6. Terms and conditions: On your Excel invoice sample, include payment terms in your terms and conditions (or notes) section and remember to mention your terms for late or early payments. Also, if you’re sending a bill to an international customer or vendor, clarify which currency you’re billing in and add any local or industry-related requirements to your Excel invoice example.

Give your completed template a quick read through before you send it. Keep an eye out for typos, and make sure you didn’t miss anything.

Pros and cons of Excel invoicing

Excel invoice templates are great for business owners looking for a professional, downloadable invoicing solution. Easy to build, save, and reuse, these invoice templates are also suitable for those that use automatic formulas when billing. However, keep in mind that Excel invoicing may require a more manual and potentially error-prone process compared to automatic invoicing services.

Besides Excel invoices, you can create an invoice using our invoice generator. Pay only when you get paid.

Note: Some industries may require mentioning specific terms and conditions on your Microsoft Excel invoice, so be sure to check the special requirements for your business.

Was this content helpful?

Related content

Sign Up for the PayPal Bootcamp

In partnership with three expert business owners, the PayPal Bootcamp includes practical checklists and a short video loaded with tips to help take your business to the next level.

*Required fields.

We use cookies to improve your experience on our site. May we use marketing cookies to show you personalized ads? Manage all cookies