How to choose an invoice template
Three questions narrow the choice quickly. Which program do you already use? Which country’s tax rules apply to you? And how many lines does a typical bill have? Answer those and you will know which file to open, which layout to start from, and whether a spreadsheet will save you time.
Charging GST or VAT? Start from your country’s layout. Billing long lists of parts and hours? Use a spreadsheet so the totals add up for you.
What each file format is good for
Each format suits a different way of working. Word and Google Docs are easiest to restyle, the spreadsheets do the arithmetic, and the PDF is for writing by hand. All five come in three designs: Classic, Modern and Simple.
- Word templates (.docx): editable tables and free layout. Word does not add up totals by itself, so you update them by hand or with a table formula.
- Excel templates (.xlsx): working formulas for line totals, subtotal, tax and total, with one cell for your tax rate.
- Google Docs: upload our .docx file to Drive and open it with Google Docs. We provide files, not shared links.
- Google Sheets: upload the .xlsx file and the formulas keep working.
- Printable PDF: print it and fill it in with a pen, for markets, call outs and places without a laptop.
Templates by country
A country layout carries the tax name, the usual rate, the label for your tax number and any title wording the law asks for. Each country page also explains the rules in plain words, with links to the tax office.
- Australia: GST at 10% and your ABN.
- New Zealand: GST at 15%.
- United Kingdom: VAT rates per line.
- Ireland: VAT at 23%, 13.5% and 9%.
- United States: state sales tax.
- Canada: GST or HST by province.
- India: GSTIN, HSN or SAC, CGST plus SGST or IGST.
- Singapore: GST at 9% and a prominent Tax Invoice title.
- South Africa: VAT at 15%.
- UAE: VAT at 5% and your TRN.
Templates by trade and industry
A trade layout comes filled with the kind of lines that business really bills, such as call out fees, hourly labor, materials or session packs, with example prices you replace with your own. Starting from one is often quicker than building your line items from nothing.
- Building and repairs: contractors, construction and progress claims, plumbers, electricians, painters, handyman jobs and auto repair shops.
- Home and outdoor services: cleaning, landscaping and lawn care and movers and removalists.
- Personal and event services: tutors, personal trainers, caterers and photographers.
- Creative and professional work: freelancers, consultants, graphic designers, web designers and developers and IT support.
- General use: a small business layout for shops and firms that sell a mix of goods and services.
Templates by invoice type and style
Some invoices are defined by what they do rather than who sends them. A deposit, a retainer or a past due reminder each needs different wording and totals, so each has its own template with an example and the fields that matter for that job.
- Before or during the work: proforma, deposit, retainer and progress billing invoices.
- For the work itself: service, sales, hourly, timesheet, itemized and commercial invoices for export.
- At the end or on a cycle: final, recurring and past due invoices.
- By look: blank, simple, printable, professional and modern.
Blank or filled: which to start from
A blank file is best when you already know your line items and want a clean master copy to reuse. A filled sample is better when you are new to billing, because it shows what a finished bill looks like, how lines are worded and where the tax goes. You then overwrite the example text.
Samples use invented businesses and example prices, so replace them all. You can also open one in the editor, such as the cleaning sample.
How to customize a template
Set up a master copy once, then save a fresh copy for every bill. The master holds everything that never changes, so each new invoice only needs the customer, the lines and the dates. These steps work in all five formats.
- Replace the placeholder details with yours and add your logo.
- Add your tax number and label if you are registered.
- Type your bank details and payment terms, such as 14 days.
- Save the master, then use Save As for each bill and send a PDF.
Our guide to making an invoice in Word and Excel shows each step with the menus,, the invoice format guide explains each part, and the invoicing guides cover the rest. The free invoice generator skips the file altogether.