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Free Excel Invoice Template

Two free Excel invoice templates that do the math for you: a service invoice with hours or quantity × rate, a discount rate cell, a sales tax rate cell and a retainer taken off, and a product invoice with item numbers, a volume discount, shipping and a sales tax rate cell

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Quick answer:This page has two free Excel invoice templates whose totals are worked out by formulas in the workbook. The service invoice lists services with hours or quantity × rate, then a discount rate cell, a sales tax rate cell, the total, a retainer taken off and the amount due. The product invoice lists products with item numbers, quantity × unit price, a volume discount rate cell, shipping, a sales tax rate cell and the amount due, with a ship-to address. You change the rates in their own cells and type the retainer or shipping amount. Each invoice also comes as a Word file with the same sample and a blank print-and-fill A4 PDF.

INVOICE

From

Business name:
Example IT Support
Address:
12 Example Network Lane, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
IT-1031
Invoice date:
Oct 31, 2026
Payment terms:
Net 15
Due date:
Nov 15, 2026
Billing period:
Oct 1 to Oct 31, 2026

Bill to

Company:
Example Dental Practice
Attention:
Practice manager
Address:
8 Sample Clinic Road, Sampletown
Email:
[Email]

Services

  • Details: Oct 6, network setupAmount: 285.00
    Service:
    On-site support visit
    Hours / qty:
    3
    Rate:
    95.00
  • Details: Oct 2 to Oct 30Amount: 552.50
    Service:
    Remote support
    Hours / qty:
    6.5
    Rate:
    85.00
  • Details: 12 devices, monthlyAmount: 180.00
    Service:
    Device monitoring
    Hours / qty:
    12
    Rate:
    15.00
Subtotal
1,017.50
Discount (5%)
50.88
Sales tax, if applicable (0%)
0.00
Total
966.62
Less: retainer applied
200.00
Amount due
766.62

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice IT-1031

Notes

  • Sample terms: a 5% discount for the 12-month support agreement.
  • Retainer of 200.00 received on Oct 1, 2026, applied above.

Please quote the invoice number with your payment.

Excel service invoice: sample preview. Download it below with the other layout.

Key Features

Everything you need in a professional invoice template.

Two Excel invoices: a service invoice and a product invoice
Every line amount, subtotal and total calculated by formulas
Service invoice: hours or quantity × rate, discount rate cell, retainer taken off
Product invoice: item numbers, volume discount rate cell, shipping and a ship-to address
Sales tax rate cell on each invoice, set to 0% in the samples
Empty lines that already carry the amount formula
Word files with the same sample, and blank one-page A4 PDF forms

Download one of 2 invoice layouts

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own.

INVOICE

From

Business name:
Example IT Support
Address:
12 Example Network Lane, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
IT-1031
Invoice date:
Oct 31, 2026
Payment terms:
Net 15
Due date:
Nov 15, 2026
Billing period:
Oct 1 to Oct 31, 2026

Bill to

Company:
Example Dental Practice
Attention:
Practice manager
Address:
8 Sample Clinic Road, Sampletown
Email:
[Email]

Services

  • Details: Oct 6, network setupAmount: 285.00
    Service:
    On-site support visit
    Hours / qty:
    3
    Rate:
    95.00
  • Details: Oct 2 to Oct 30Amount: 552.50
    Service:
    Remote support
    Hours / qty:
    6.5
    Rate:
    85.00
  • Details: 12 devices, monthlyAmount: 180.00
    Service:
    Device monitoring
    Hours / qty:
    12
    Rate:
    15.00
Subtotal
1,017.50
Discount (5%)
50.88
Sales tax, if applicable (0%)
0.00
Total
966.62
Less: retainer applied
200.00
Amount due
766.62

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice IT-1031

Notes

  • Sample terms: a 5% discount for the 12-month support agreement.
  • Retainer of 200.00 received on Oct 1, 2026, applied above.

Please quote the invoice number with your payment.

Excel service invoice

A formula-driven service invoice for Excel: services with hours or quantity × rate, a discount rate cell, a sales tax rate cell, the total, a retainer taken off and the amount due, all calculated in the workbook.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Hours / qty" × "Rate". The subtotal, discount, tax, total and amount due are formulas too. The amount due is the total minus the retainer applied. The discount and tax rates sit in their own cells, so you can change them.

Download

INVOICE

From

Business name:
Example Pottery Wholesale
Address:
3 Example Kiln Street, Sampletown
Phone / email:
[Phone or email]

Invoice details

Invoice no.:
PW-5508
Invoice date:
Nov 9, 2026
Payment terms:
Net 30
Due date:
Dec 9, 2026
Customer PO no.:
[PO no.]

Bill to

Company:
Example Gift Shop
Attention:
Buyer
Address:
56 Sample Market Street, Sampletown
Email:
[Email]

Ship to

Address:
56 Sample Market Street, Sampletown
Shipped:
Nov 9, 2026, ground

Products

  • Item no.: MG-12Amount: 324.00
    Product:
    Ceramic mug, 12 oz
    Qty:
    48
    Unit price:
    6.75
  • Item no.: TT-04Amount: 276.00
    Product:
    Linen tea towel
    Qty:
    30
    Unit price:
    9.20
  • Item no.: GB-02Amount: 96.00
    Product:
    Kraft gift box
    Qty:
    40
    Unit price:
    2.40
Subtotal
696.00
Volume discount (5%)
34.80
Shipping
24.00
Sales tax, if applicable (0%)
0.00
Amount due
685.20

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice PW-5508

Notes

  • Sample terms: 5% off orders of 100 items or more.

Please quote the invoice number with your payment.

Excel product invoice

A formula-driven product invoice for Excel: products with item numbers, quantity × unit price, a volume discount rate cell, shipping, a sales tax rate cell and the amount due, all calculated in the workbook.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Qty" × "Unit price". The subtotal, discount, tax and amount due are formulas too. The discount and tax rates sit in their own cells, so you can change them.

Download

What's on this page

Two invoices built for Excel, where every amount and total is a formula, so they update as you type:

  • Excel service invoice: for work billed by the hour or by the job, with a discount and a retainer the client has already paid.
  • Excel product invoice: for goods sold by the unit, with item numbers, a volume discount, shipping and a ship-to address.

Each comes as an Excel workbook (.xlsx) and a Word file filled with a sample, and as a blank PDF form to print and fill in by hand.

Excel service invoice

The service invoice has From, Invoice details (invoice number, invoice date, payment terms, due date and billing period) and Bill to (company, attention line, address and email). Its Services table has Service, Details, Hours / qty, Rate and Amount columns, with 6 lines.

The sample is invoice IT-1031 from an IT support business to a dental practice for October 2026:

  • an on-site support visit for network setup on Oct 6, 3 hours at 95.00, 285.00;
  • remote support from Oct 2 to Oct 30, 6.5 hours at 85.00, 552.50;
  • device monitoring for 12 devices, 12 at 15.00, 180.00.

That's a subtotal of 1,017.50. The 5% discount is 50.88, the sales tax is 0%, and the total is 966.62. A retainer of 200.00, received on Oct 1, is taken off, so the amount due is 766.62, due Nov 15, 2026 on Net 15 terms.

In the workbook:

  • each line's Amount is Hours / qty × Rate, rounded to the cent;
  • "Discount" is the Subtotal × its rate cell (5% in the sample);
  • "Sales tax, if applicable" is the Subtotal less the discount, × its rate cell (0% in the sample);
  • Total is the Subtotal less the discount plus the tax;
  • "Less: retainer applied" is an amount you type in, and Amount due is the Total less the retainer.

Excel product invoice

The product invoice has From, Invoice details (invoice number, invoice date, payment terms, due date and a customer PO number), Bill to and Ship to (the address and how and when it shipped). Its Products table has Product, Item no., Qty, Unit price and Amount columns, with 7 lines.

The sample is invoice PW-5508 from a pottery wholesaler to a gift shop, shipped by ground on Nov 9, 2026:

  • 48 ceramic mugs, 12 oz, item MG-12, at 6.75, 324.00;
  • 30 linen tea towels, item TT-04, at 9.20, 276.00;
  • 40 kraft gift boxes, item GB-02, at 2.40, 96.00.

That's a subtotal of 696.00. The 5% volume discount is 34.80, shipping is 24.00 and the sales tax is 0%, so the amount due is 685.20, due Dec 9, 2026 on Net 30 terms. The notes give the discount as a sample term: "Sample terms: 5% off orders of 100 items or more."

In the workbook:

  • each line's Amount is Qty × Unit price, rounded to the cent;
  • "Volume discount" is the Subtotal × its rate cell (5% in the sample);
  • "Shipping" is an amount you type in;
  • "Sales tax, if applicable" is the Subtotal plus shipping less the discount, × its rate cell (0% in the sample), so shipping is included in the tax base;
  • Amount due is the Subtotal plus shipping, less the discount, plus the tax.

Whether shipping or your services are taxable depends on where you work, so check the rules there; if shipping isn't taxable for you, change the tax formula to leave it out.

These figures only show how the forms work; they aren't typical rates or prices.

Using the workbooks

  • Change a discount or tax rate in its own cell; the amounts follow.
  • Each workbook's tip says to leave a rate line out by setting its rate to 0%, or a typed line by setting it to 0.00, and not to delete those rows, because the totals refer to them.
  • The empty lines already have the amount formula. For more lines, insert a row inside the table and copy the amount formula into it, then check that the subtotal includes it.
  • The formulas use only SUM, ROUND, IF and OR.

The Word files have the same layout and sample, with the rates shown in the labels, such as "Discount (5%)"; work out the amounts yourself there. The PDFs are blank one-page forms with blanks for the percentages, sized for A4 paper; if you print on US Letter, check the scaling setting in your print dialog so the whole page fits.

Excel or another format?

Each format page has its own invoices, laid out for that format:

  • The Google Sheets invoices are a calculator invoice with description, quantity, unit and unit price, a discount rate cell and shipping, and a timesheet invoice with start and end times.
  • The Word invoices are a service invoice with dated lines and a deposit taken off, and a wholesale product invoice with case quantities and freight.
  • The Google Docs invoices are an itemized service invoice and a product invoice with SKUs and shipping.
  • The PDF invoices are print-and-fill service and product forms.

Or browse all invoice templates.

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What's included in this invoice template

Service invoice Product invoice
Lines Service, details, hours / qty, rate Product, item no., qty, unit price
Discount 5% rate cell 5% volume discount rate cell
Added None Shipping
Taken off Retainer applied None
Sample amount due 766.62 685.20

When this isn't for you

If you work in Google Sheets, the Google Sheets invoices are laid out for it. If you bill time from a timesheet, use the Google Sheets timesheet invoice or the hourly invoice. If your accounting software already issues invoices, use it so your records and invoices match.

How To Send Invoices With Billed

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1

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2

Create Your Invoice

Choose an invoice template and add your logo, business details and payment terms.

3

Send It and Follow Up

Email the invoice or share its link. Connect Stripe or PayPal to accept card and PayPal payments on it, and send payment reminders.

Frequently Asked Questions

Common questions about this invoice template.

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