Billed

Free Sample Invoice Template (Filled In)

A free sample invoice with every field filled in except the bank details, from the business and customer details to a discount, shipping, sales tax and a deposit, explained part by part on this page, as Word and Excel files plus a blank PDF form in the same layout

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Quick answer:This page has a free sample invoice with every field filled in except the bank details, which stay a placeholder, and explains each part in turn. The sample bills a print shop's order: four numbered items for a subtotal of 616.00, a 10% discount (61.60), 18.00 shipping and 8% sales tax on the discounted subtotal plus shipping (45.79), for a total of 618.19, less a 200.00 deposit, leaving 418.19 due. It also shows a PO number, a customer ID and a separate ship-to address. The Word and Excel files carry the sample, the Excel file works out the amounts and totals, and the PDF is a blank A4 form in the same layout.

INVOICE

From

Business name:
Example Print Studio LLC
Address:
200 Example Avenue, Suite 4, Sampletown
Phone:
(555) 010-0142
Email:
billing@example.com

Invoice details

Invoice no.:
SP-1047
Invoice date:
Nov 18, 2026
Payment terms:
Net 30
Due date:
Dec 18, 2026
PO no.:
PO-88213
Customer ID:
C-0412

Bill to

Company:
Example Coffee Roasters
Attention:
Taylor Example, office manager
Address:
45 Sample Market Street, Sampletown
Email:
accounts@example.org

Ship to

Name:
Example Coffee Roasters, Riverside café
Address:
12 Sample River Road, Sampletown

Items

  • Item no.: 1001Amount: 180.00
    Description:
    Menu boards, printed and laminated, 24 x 36 in.
    Qty:
    4
    Unit price:
    45.00
  • Item no.: 1002Amount: 120.00
    Description:
    Table tent cards, double-sided
    Qty:
    100
    Unit price:
    1.20
  • Item no.: 1003Amount: 136.00
    Description:
    Loyalty cards, pack of 1,000
    Qty:
    2
    Unit price:
    68.00
  • Item no.: 2001Amount: 180.00
    Description:
    Design time: seasonal menu layout, hours
    Qty:
    3
    Unit price:
    60.00
Subtotal
616.00
Discount (10%)
61.60
Shipping
18.00
Sales tax (8%)
45.79
Total
618.19
Less: deposit received
200.00
Amount due
418.19

How to pay

Accepted methods:
Bank transfer or card
Account name:
Example Print Studio LLC
Bank details:
[Bank name, account and routing numbers]
Payment reference:
SP-1047

Notes

  • Discount: 10% on orders placed before Nov 1, 2026, as quoted.
  • Shipping: one delivery to the Riverside café on Nov 17, 2026.
  • The 8% sales tax rate is a sample figure; use the rate that applies to your sale.
  • Deposit of 200.00 received on Nov 2, 2026, taken off above.

Thank you for your business.

Sample invoice (filled in): sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Every field filled in as a worked example, except the bank details placeholder
From block with business name, address, phone and email
Invoice details with invoice no., dates, payment terms, PO no. and customer ID
Bill to and a separate Ship to address
Numbered items with description, quantity, unit price and amount
Discount and sales tax rate cells, shipping, total, deposit received and amount due, with notes explaining each figure
Word (.docx) and Excel (.xlsx) files with the sample, and a blank one-page A4 PDF in the same layout

Download the invoice template

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

INVOICE

From

Business name:
Example Print Studio LLC
Address:
200 Example Avenue, Suite 4, Sampletown
Phone:
(555) 010-0142
Email:
billing@example.com

Invoice details

Invoice no.:
SP-1047
Invoice date:
Nov 18, 2026
Payment terms:
Net 30
Due date:
Dec 18, 2026
PO no.:
PO-88213
Customer ID:
C-0412

Bill to

Company:
Example Coffee Roasters
Attention:
Taylor Example, office manager
Address:
45 Sample Market Street, Sampletown
Email:
accounts@example.org

Ship to

Name:
Example Coffee Roasters, Riverside café
Address:
12 Sample River Road, Sampletown

Items

  • Item no.: 1001Amount: 180.00
    Description:
    Menu boards, printed and laminated, 24 x 36 in.
    Qty:
    4
    Unit price:
    45.00
  • Item no.: 1002Amount: 120.00
    Description:
    Table tent cards, double-sided
    Qty:
    100
    Unit price:
    1.20
  • Item no.: 1003Amount: 136.00
    Description:
    Loyalty cards, pack of 1,000
    Qty:
    2
    Unit price:
    68.00
  • Item no.: 2001Amount: 180.00
    Description:
    Design time: seasonal menu layout, hours
    Qty:
    3
    Unit price:
    60.00
Subtotal
616.00
Discount (10%)
61.60
Shipping
18.00
Sales tax (8%)
45.79
Total
618.19
Less: deposit received
200.00
Amount due
418.19

How to pay

Accepted methods:
Bank transfer or card
Account name:
Example Print Studio LLC
Bank details:
[Bank name, account and routing numbers]
Payment reference:
SP-1047

Notes

  • Discount: 10% on orders placed before Nov 1, 2026, as quoted.
  • Shipping: one delivery to the Riverside café on Nov 17, 2026.
  • The 8% sales tax rate is a sample figure; use the rate that applies to your sale.
  • Deposit of 200.00 received on Nov 2, 2026, taken off above.

Thank you for your business.

Sample invoice (filled in)

A fully worked sample invoice with every field filled in: business and customer details, invoice and PO numbers, ship-to address, numbered items, a percentage discount, shipping, sales tax at a sample rate, the deposit received and the amount due.

A request for payment — shows the amount due

Download

What this sample invoice shows

This is a worked example of a complete invoice, so you can see what goes in each field before you write your own. Every field in the sample is filled in except Bank details, which stays a placeholder: "[Bank name, account and routing numbers]". The business, the customer, the email addresses and the phone number are made up.

It comes as three files:

  • Word (.docx) and Excel (.xlsx): the filled-in sample described below. Replace every value with your own to make it your invoice.
  • PDF: a one-page blank form in the same layout, with no sample values and no fillable fields, to print and fill in by hand. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog.

The preview on this page shows the same sample.

The sample, part by part

The numbers below follow the invoice from top to bottom.

  1. From: the business sending the invoice, Example Print Studio LLC, with its address, phone and email.
  2. Invoice details: Invoice no. SP-1047, Invoice date Nov 18, 2026, Payment terms Net 30 and Due date Dec 18, 2026, which is 30 days after the invoice date. PO no. PO-88213 is the customer's purchase order number, and Customer ID C-0412 is the business's own reference for the customer.
  3. Bill to: the customer who pays: Example Coffee Roasters, the person to contact ("Taylor Example, office manager"), the address and the email for invoices.
  4. Ship to: where the goods went, "Example Coffee Roasters, Riverside café", which is a different address from Bill to.
  5. Items: four lines, each with an Item no., Description, Qty, Unit price and Amount (Qty × Unit price):
    • 1001, menu boards, 4 at 45.00 = 180.00;
    • 1002, table tent cards, 100 at 1.20 = 120.00;
    • 1003, loyalty cards, 2 packs at 68.00 = 136.00;
    • 2001, design time for a seasonal menu layout, 3 hours at 60.00 = 180.00.
  6. Subtotal: the four amounts added up, 616.00.
  7. Discount: 10% of the Subtotal, 61.60. The note explains it: "Discount: 10% on orders placed before Nov 1, 2026, as quoted."
  8. Shipping: 18.00, for "one delivery to the Riverside café on Nov 17, 2026", as the note says.
  9. Sales tax: 8% of the Subtotal less the discount plus shipping (616.00 − 61.60 + 18.00 = 572.40), which is 45.79. The note says: "The 8% sales tax rate is a sample figure; use the rate that applies to your sale."
  10. Total: 616.00 − 61.60 + 18.00 + 45.79 = 618.19.
  11. Less: deposit received: 200.00, received on Nov 2, 2026, as the note records.
  12. Amount due: 618.19 − 200.00 = 418.19, due by Dec 18, 2026.
  13. How to pay: Accepted methods "Bank transfer or card", Account name Example Print Studio LLC, Bank details (the placeholder) and Payment reference SP-1047.
  14. Notes: four notes explaining the discount, the shipping, the tax rate and the deposit, so the customer can follow each figure.
  15. The footnote "Thank you for your business." closes the invoice.

All prices and the tax rate are sample figures, not typical prices or rates.

Turning the sample into your invoice

  1. Replace the From details with your own, and give the invoice your own number, a different one for each invoice you send.
  2. Set the invoice date, your payment terms and the due date.
  3. Enter the customer in Bill to. Fill in Ship to only if the goods go somewhere else, and the PO no. and Customer ID only if you use them.
  4. Replace the four item lines with yours. The Excel file has two empty lines below them.
  5. Set the discount rate and the shipping amount, or 0 if you don't use them, and enter the sales tax rate that applies to your sale.
  6. Enter any deposit received, rewrite the notes so they explain your figures, and fill in How to pay with your real account details.

Whether sales tax applies, and whether it's charged on shipping or after a discount, depends on the rules where you sell, so check with your tax agency. The Excel file charges tax on the Subtotal less the discount plus shipping because that's how it's built, not because that's a rule; change the rate or the formula to match your rules.

The Excel and Word files

In the Excel file:

  • Each Amount is Qty × Unit price, and the Subtotal adds the item lines.
  • The Discount is the Subtotal × the discount rate in its own cell (10% in the sample).
  • You type the Shipping amount and the deposit received.
  • The Sales tax is (Subtotal − Discount + Shipping) × the tax rate in its own cell (8% in the sample).
  • The Total and the Amount due are formulas: the Amount due is the Total less the deposit.

The file's tip says: "To leave out "Discount" or "Sales tax", set the line's rate to 0%; to leave out "Shipping" or "Less: deposit received", set the amount to 0.00. Don't delete these rows: the totals refer to them."

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. We haven't tested the files in Word, Excel or on a printer.

How it differs from a blank invoice

The blank invoice is left empty in all three files, for when you don't need an example. This sample shows the same kinds of fields already filled in, so you can see what each one is for. For a print-and-fill form with lines for the customer's signature, see the printable invoice.

To create and email invoices instead, you can use Billed, which publishes this page (invoice software). Billed connects to Stripe and PayPal so customers can pay online, and only their standard rates apply (accept payments).

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What's included in this invoice template

Part In the sample
Invoice details SP-1047, Net 30, PO no., customer ID
Bill to / Ship to Billing contact; delivery address
Items 4 numbered lines, subtotal 616.00
Discount, shipping 10% (61.60); 18.00
Sales tax 8% (45.79)
Total, deposit 618.19; less 200.00
Amount due 418.19

When this isn't for you

If you already know what goes on an invoice and just want an empty form, use the blank invoice. If you write invoices by hand, the printable invoice has lines for the customer's signature and the date.

How To Send Invoices With Billed

Billed lets you send invoices by email or link, take card and PayPal payments on them, and send payment reminders.

1

Sign Up Free

Create your free Billed account. No credit card required.

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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