• What Microsoft Says Excel Invoice Templates Do
  • What Billed Says Its Invoicing Software Does

Excel can handle invoicing when you send a small number of invoices and are happy to number them, send them and track who has paid by hand. Invoicing software can add things Microsoft's invoice templates page doesn't describe, such as a pay button on each invoice and payment reminders. Which one fits depends on the number of invoices you send, whether clients pay online, and how much tracking you want done for you.

Billed publishes this page, and Billed is invoicing software. Excel claims are quoted from Microsoft's own invoice templates page, and Billed claims from Billed's live pages, all opened on October 30, 2026. The page describes trade-offs; it doesn't rank either option.

What Microsoft Says Excel Invoice Templates Do

Microsoft's invoice templates page for Excel says the templates "calculate totals automatically and track billing records". It also says:

  • "Use built-in formulas to calculate totals, monitor invoice status, or customize spreadsheet design to maintain branding across billing records."
  • "Built-in formulas help determine whether a due date has passed, while editable fields make it easy to update information and reuse for recurring clients."
  • "Export as a PDF to send invoices to clients or generate an online OneDrive link for internal sharing."

Microsoft's invoice templates page doesn't describe sending payment reminders or taking card payments on an invoice.

What Billed Says Its Invoicing Software Does

From Billed's invoice software page:

  • Payments: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card."
  • Status and reminders: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder."
  • Recurring billing: "For clients you bill on a schedule, set up a recurring profile once." It adds: "Billed creates the invoices automatically and either sends them or saves them as drafts for you to check."
  • Tax: "Save your tax rates and settings once, and Billed calculates taxes automatically when you create invoices and estimates."

The Trade-Offs

A spreadsheet template:

  • uses a program you may already have and know;
  • lets you change the layout and formulas however you like;
  • leaves numbering, sending, recording payments and chasing late invoices to you;
  • keeps each invoice, or each month's register, wherever you save the file.

Invoicing software:

  • keeps invoices, clients and payments in one account;
  • can take payments on the invoice and record them;
  • may be another service to set up and pay for; check each provider's pricing page.

When a Spreadsheet Is Enough, and When to Look at Software

A spreadsheet can be enough if:

  • you send a few invoices a month to clients who pay by bank transfer or check;
  • you're comfortable keeping a register of who has paid.

Look at invoicing software if:

  • you've missed following up on an unpaid invoice;
  • clients ask to pay by card;
  • you want invoices for regular clients created and sent automatically;
  • your accountant asks for invoice data you have to copy from several files.

If you invoice businesses in a country with e-invoicing rules, check them before you choose; see e-invoicing mandates.

Worked Example: One Month's Invoice Register in Excel (sample figures)

These are sample figures for a fictional consultant, invented for this example. In June they send 12 invoices for a total of $9,600.00 and keep a register in Excel with a status column they update by hand:

  • Paid: 9 invoices, $7,200.00
  • Unpaid: 3 invoices, $2,400.00, of which 2 invoices, $1,600.00, are past due
  • Check: $7,200.00 + $2,400.00 = $9,600.00, the total invoiced
  • Not yet due: $2,400.00 − $1,600.00 = $800.00

To keep this right in Excel, the consultant updates the status column each time a payment arrives and checks the due dates for the two late invoices before following up. In invoicing software, the same paid, partially paid and past-due statuses come from the invoice reports described above.

Excel Templates From Billed

If you're staying with a spreadsheet, Billed has Excel templates:

Related Guides

FAQ

Can I create invoices in Excel?

Yes. Microsoft's invoice templates page says: "Use built-in formulas to calculate totals, monitor invoice status, or customize spreadsheet design to maintain branding across billing records." It also says: "Export as a PDF to send invoices to clients or generate an online OneDrive link for internal sharing."

What does invoicing software do that an Excel template doesn't?

Microsoft's invoice templates page doesn't describe payment reminders or card payments on an invoice. Billed's invoice software page describes both: a pay button on each invoice and payment reminders.

When should I switch from Excel to invoicing software?

Consider it if you've missed following up on an unpaid invoice, clients ask to pay by card, you want invoices for regular clients created automatically, or your accountant needs invoice data from several files.

Does Billed have Excel invoice templates?

Yes. Billed has Excel templates for invoices, estimates and receipts.

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