Three designs, the same formulas
The three files share one set of formulas, so they calculate in exactly the same way. Pick the look you like and the rest of this page applies to all of them. Each has room for a logo, your tax number and your payment details.
- Classic: ruled rows and a traditional heading, with the totals in a boxed block.
- Modern: a colored header band and a bold amount due, easy to restyle with your brand color.
- Simple: plain gridlines and no fills, for fast printing and easy reading on a phone.
How to use the invoice template Excel file
Open the file, fill in the white cells, and leave the cells with formulas alone. The totals update as you type. When the figures look right, save a copy under the invoice number and send a PDF. These steps work in Excel for Windows, Mac and the web.
- Open the .xlsx. If you see Protected View, select Enable Editing.
- Replace the sample business details with yours, and add your logo with Insert, Pictures.
- Enter the customer, invoice number, issue date and due date.
- Type a description, quantity and unit price on each line. The line total appears on its own.
- Type your tax rate in the tax rate cell, such as 10% or 20%. Use 0% if you are not registered.
- Choose File, Save As, then save once as .xlsx for your records and once as PDF for your customer.
What the formulas do
Five formulas carry the whole sheet. The cell references below are illustrations; the exact cells differ slightly between the three designs. Click any total and look in the formula bar to see the real formula in your copy.
| Cell | Formula, for example | What it does |
|---|---|---|
| Line total | =C12*D12 | Quantity times unit price |
| Subtotal | =SUM(E12:E26) | Adds every line total |
| Tax rate | A number you type, such as 15% | Feeds the tax formula |
| Tax | =ROUND(E28*E29,2) | Subtotal times rate, to the cent |
| Total | =E28+E30 | Subtotal plus tax |
Adding lines without breaking the totals
Insert new rows inside the line area, not below it. If you add a row between the first and last line, Excel stretches the subtotal range to include it. A row added under the last line sits outside the range and will be left out of the total.
After inserting a row, copy the line total formula into it: select the line total above, then drag the small square at its corner down by one row. Then check that the subtotal changed, because it is the figure that proves the new row is counted.
Prices that already include tax
The sheet adds tax on top of your prices. If your prices already include GST or VAT, the tax figure is the inclusive price times the rate divided by one plus the rate. For Australian GST at 10%, that is one eleventh: a $220 price contains $20 of GST.
In that case, change the tax formula to =ROUND(E28*E29/(1+E29),2) and the total to equal the subtotal. Keep a separate master for inclusive pricing so you do not mix the two by accident.
Other formats and the free generator
Working in Google Drive? The same file works in Google Sheets, with the formulas intact. If you prefer a document layout, the designs also come as Word files. Our guide to making an invoice in Word and Excel covers the menus in detail. Or skip the spreadsheet and use the free invoice generator, which does the same sums and downloads a PDF.
Fill it in on screen and download or email a real PDF. No sign up.