How do I open this invoice template in Word?

Download the Word (.docx) file and open it in Word. Files from the internet can open in Protected View; if a yellow bar appears, select Enable Editing to start typing. Microsoft recommends editing only if you trust the file's contents. Save a copy under the new invoice number before you fill it in.

Which layout should I use, service or product?

Use the service invoice for work billed by time or by item, with a date on each line and a line to credit a deposit. Use the product invoice for goods: it has item numbers, the buyer's PO number, a ship-to address and a freight line.

Does the Word invoice calculate the totals?

No. The amounts in the Word file are typed, so retype the line amounts and totals whenever you change a quantity or rate. The Excel version of each layout has the same fields with formulas for the line amounts, tax and amount due, so you can work the numbers out there and copy them in.

How do I add more lines to the invoice table?

Click in a row of the table, then on the Table Layout tab select Insert Above or Insert Below. Type the new line's amount yourself and update the totals.

How do I save a Word invoice as a PDF?

In Word for Windows, select File > Save a Copy (or Save As), choose PDF in the drop-down list and select Save. In Word for Mac, choose File > Save As, select PDF in the File Format box and select Export, giving the PDF a different name so you keep the Word file. Send the client the PDF.

How does the deposit work on the service invoice?

Bill the full amount, then enter what the client already paid on the "Less: deposit received" line. The amount due is the total minus that credit. In the sample, a 1,070.00 total less a 300.00 deposit leaves 770.00 due, and the notes record when the deposit was received. Set the line to 0.00 if there was no deposit.

What's the difference between an invoice, an estimate and a receipt?

An estimate or quote proposes a price before the work starts. An invoice asks for payment for work done or goods supplied, by a due date. A receipt confirms a payment you've received. This site has Word versions of all three.

Can I create invoices in Billed instead?

Yes. Billed's free invoice generator calculates totals, taxes and discounts as you fill it in. In a Billed account, clients can pay online by card or PayPal, Billed can send automatic reminders for overdue invoices, and recurring invoices send fixed amounts on a schedule. No credit card is required to start the free trial.

Word Invoice Template

Two invoices to edit in Microsoft Word, a dated service invoice that credits a deposit and a product invoice with item numbers, a ship-to address and freight, each with matching Excel and blank PDF versions

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Quick answer:A Word invoice template is an invoice laid out as a Microsoft Word document that you open, fill in and send. This page has two: a service invoice with a date on every line (date, description, quantity, unit and rate) whose totals take off a deposit already received, and a product invoice with item numbers, quantities by the case, the buyer's PO number, a ship-to address and a freight line. In the Word files the amounts are typed, so you retype the totals when you change a line; the matching Excel files calculate them, and each layout also comes as a blank PDF. To send one, save it as a PDF from Word and attach that, rather than sending the editable document.

INVOICE

From

Business name:: Example Event Photography
Address:: 33 Example Street, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: WS-1189
Invoice date:: Nov 10, 2026
Payment terms:: Net 14
Due date:: Nov 24, 2026
Project:: Annual awards dinner

Bill to

Client name:: Example Professional Association
Address:: 120 Sample Way, Sampletown
Email:: [Email]

Services

Description: Event photography coverageAmount: 700.00
Date:
Nov 6
Qty:
4
Unit:
hour
Rate:
175.00
Description: Edited photos in an online galleryAmount: 250.00
Date:
Nov 9
Qty:
1
Unit:
gallery
Rate:
250.00
Description: Prints, 8 x 10 in.Amount: 120.00
Date:
Nov 9
Qty:
10
Unit:
print
Rate:
12.00

Services: line items
Date	Description	Qty	Unit	Rate	Amount
Nov 6	Event photography coverage	4	hour	175.00	700.00
Nov 9	Edited photos in an online gallery	1	gallery	250.00	250.00
Nov 9	Prints, 8 x 10 in.	10	print	12.00	120.00

Subtotal: 1,070.00
Sales tax, if applicable (0%): 0.00
Total: 1,070.00
Less: deposit received: 300.00
Amount due: 770.00

How to pay

Accepted methods:: Bank transfer or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice WS-1189

Notes

Deposit of 300.00 received on Oct 15, 2026, to book the date.
The online gallery stays open for 90 days.

Thank you for your business.

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

Key Features

Everything you need in a professional invoice template.

Word service invoice: Date, Description, Qty, Unit and Rate columns, a Project line, and a "Less: deposit received" credit before the amount due

Word product invoice: Item no., Description, Qty, Unit (such as "case of 12") and Unit price, plus Customer PO no., Ship to and a Freight line

Invoice number, invoice date, payment terms and due date on both layouts

"Sales tax, if applicable" line starting at 0%, and a How to pay block with placeholders for your bank details

Word (.docx) files with sample details and typed totals

Matching Excel files that calculate line amounts, tax and the amount due, plus a blank PDF of each layout

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 Event Photography
Address:: 33 Example Street, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: WS-1189
Invoice date:: Nov 10, 2026
Payment terms:: Net 14
Due date:: Nov 24, 2026
Project:: Annual awards dinner

Bill to

Client name:: Example Professional Association
Address:: 120 Sample Way, Sampletown
Email:: [Email]

Services

Description: Event photography coverageAmount: 700.00
Date:
Nov 6
Qty:
4
Unit:
hour
Rate:
175.00
Description: Edited photos in an online galleryAmount: 250.00
Date:
Nov 9
Qty:
1
Unit:
gallery
Rate:
250.00
Description: Prints, 8 x 10 in.Amount: 120.00
Date:
Nov 9
Qty:
10
Unit:
print
Rate:
12.00

Services: line items
Date	Description	Qty	Unit	Rate	Amount
Nov 6	Event photography coverage	4	hour	175.00	700.00
Nov 9	Edited photos in an online gallery	1	gallery	250.00	250.00
Nov 9	Prints, 8 x 10 in.	10	print	12.00	120.00

Subtotal: 1,070.00
Sales tax, if applicable (0%): 0.00
Total: 1,070.00
Less: deposit received: 300.00
Amount due: 770.00

How to pay

Accepted methods:: Bank transfer or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice WS-1189

Notes

Deposit of 300.00 received on Oct 15, 2026, to book the date.
The online gallery stays open for 90 days.

Thank you for your business.

Word service invoice

A document-style invoice for services: dated lines with a description, quantity, unit and rate, a tax rate cell, the deposit received and the amount due.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Qty" × "Rate". The subtotal, tax, total and amount due are formulas too. The amount due is the total minus the deposit received. The tax rate sits in its own cell, so you can change it.

Download

INVOICE

From

Business name:: Example Candle Co.
Address:: 6 Example Mill Road, Sampletown
Phone / email:: [Phone or email]

Invoice details

Invoice no.:: WP-4403
Invoice date:: Nov 17, 2026
Payment terms:: Net 30
Due date:: Dec 17, 2026
Customer PO no.:: PO-3318

Bill to

Company:: Example Gift Shop
Address:: 52 Sample Square, Sampletown
Email:: [Email]

Ship to

Name:: Example Gift Shop
Address:: 52 Sample Square, Sampletown

Products

Item no.: C-LAV-08Amount: 384.00
Description:
Soy candle, lavender, 8 oz
Qty:
4
Unit:
case of 12
Unit price:
96.00
Item no.: C-CED-08Amount: 288.00
Description:
Soy candle, cedar, 8 oz
Qty:
3
Unit:
case of 12
Unit price:
96.00
Item no.: WM-ASSTAmount: 108.00
Description:
Wax melts, assorted scents
Qty:
2
Unit:
case of 24
Unit price:
54.00

Products: line items
Item no.	Description	Qty	Unit	Unit price	Amount
C-LAV-08	Soy candle, lavender, 8 oz	4	case of 12	96.00	384.00
C-CED-08	Soy candle, cedar, 8 oz	3	case of 12	96.00	288.00
WM-ASST	Wax melts, assorted scents	2	case of 24	54.00	108.00

Subtotal: 780.00
Freight: 42.00
Sales tax, if applicable (0%): 0.00
Amount due: 822.00

How to pay

Accepted methods:: Bank transfer or check
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice WP-4403, PO-3318

Notes

Shipped on Nov 17, 2026, in 9 cases.
Please report any damaged items within 7 days of delivery.

Thank you for your order.

Word product invoice

A document-style invoice for a wholesale product order: item numbers, descriptions, quantities by the case and case prices, freight, a tax rate cell and the amount due.

A request for payment — shows the amount due

In the Excel file, each line amount is a formula: "Qty" × "Unit price". The subtotal, tax and amount due are formulas too. The tax rate sits in its own cell, so you can change it.

Download

Which invoice layout to use

Both layouts are document-style invoices built for Microsoft Word: your details and the client's at the top, one table of what you're billing, then the totals, how to pay and a short note. Each comes as a Word (.docx) file with sample details, an Excel (.xlsx) file with the same fields and formulas, and a blank PDF to print and fill in by hand.

Word service invoice. For time and services, with a date on every line. The columns are Date, Description, Qty, Unit and Rate, and the "Invoice details" block has a "Project" line. The totals take off a deposit you've already been paid. In the sample, an event photographer bills a professional association on Net 14 terms:
- Nov 6: 4 hours of event photography coverage at 175.00, 700.00;
- Nov 9: an online gallery of edited photos, 250.00;
- Nov 9: 10 prints, 8 x 10 in., at 12.00, 120.00.
That's a 1,070.00 total; less the 300.00 deposit received, 770.00 is due.
Word product invoice. For goods sold by the case or unit, with an "Item no." column, the buyer's "Customer PO no.", a "Ship to" address and a "Freight" line. In the sample, a candle maker bills a gift shop on Net 30 terms:
- 4 cases of 12 lavender candles at 96.00, 384.00;
- 3 cases of 12 cedar candles at 96.00, 288.00;
- 2 cases of 24 wax melts at 54.00, 108.00.
That's 780.00 before freight; with 42.00 freight, 822.00 is due.

The Google Docs invoice template has a different pair: an itemized service invoice without dates or a deposit line, and a product invoice with SKUs and shipping. Pick whichever layout matches your bill, then whichever app you'll edit it in.

Opening the template in Word

Download the Word (.docx) file for the layout you want.
Open it in Word. Microsoft says files from the internet open "as read only or in Protected View" to help protect your computer. If a yellow bar appears at the top, select Enable Editing to start typing (What is Protected View?). Microsoft recommends editing only if you trust the file's contents.
Save a copy under a name for this invoice, such as the invoice number.

The files were generated and checked with software libraries, not opened in Microsoft Word. Look over the layout once it opens, and adjust column widths or spacing if anything has moved.

Filling in the invoice

From and Invoice details: your business name, address and contact details, the invoice number, invoice date, payment terms and due date. The service invoice adds "Project"; the product invoice adds "Customer PO no." for the buyer's purchase order.
Bill to: who pays. On the product invoice, Ship to is where the goods went, if that's a different address.
Services or Products: one row for each thing you're billing. On the service invoice, date each line, so the client can match it to the work. On the product invoice, give each line its item number and say what the unit is, such as "case of 12", so the quantity can't be misread.
How to pay: accepted methods, account name, bank details and a payment reference, with placeholders for your own details. The product sample's reference quotes both the invoice number and the PO number.
Notes: the service sample records when the deposit was received and how long the gallery stays open; the product sample records when the order shipped and asks for damage reports within 7 days of delivery.

Use a new invoice number every time, in sequence, so you and the client can tell invoices apart.

Adding rows. If you need more lines than the table has, click in a row, then on the Table Layout tab select Insert Above or Insert Below in the Rows and Columns group (Add a cell, row, or column to a table in Word).

Checking the totals

In the Word file, every amount is typed, not calculated. When you change a quantity or a rate, retype the line amount, the subtotal, any freight, the tax, the total, any deposit and the amount due, then check the sums before you send. Word can calculate inside a table with its own formulas, such as =SUM(ABOVE), but the template doesn't use them, and Microsoft notes that a formula result updates when the document is opened or when you update it (Use a formula in a Word table). Typed figures you have checked are simpler to keep right.

The Excel version of each layout has the same fields with formulas for each line amount and the totals. You can work the numbers out there and copy them into Word:

Service invoice: the tax rate applies to the subtotal; the total is the subtotal plus tax; the amount due is the total minus "Less: deposit received".
Product invoice: the tax rate applies to the subtotal plus freight; the amount due is the subtotal plus freight plus tax.

To leave the tax out, set its rate to 0%; to leave out the deposit or the freight, set it to 0.00. Don't delete those rows, because the totals refer to them. The tables have two blank rows; if you add rows in Excel, insert them inside the table and copy the amount formula down.

Whether you need to charge sales tax, and on what, depends on where you work and what you sell. Check with the tax agency where you work. Both layouts have a "Sales tax, if applicable" line that starts at 0%.

Saving as a PDF and sending

Send the client a PDF, not the editable Word file.

Word for Windows: select File > Save a Copy (or Save As if the file hasn't been saved), choose a location, select PDF in the drop-down list and select Save (Save or convert to PDF or XPS).
Word for Mac: choose File > Save As, select PDF in the File Format box and select Export. Microsoft says to give the PDF a different name from the original, so you keep a Word document you can edit. You can also email a PDF straight from Word with File > Share > Send PDF (Save or convert to PDF on your Mac).

Reusing the layout for the next invoice

Once you've replaced the sample business details with your own, you can keep that version as a starting point. Microsoft says you can create a template by saving a document as a .dotx file, and Word for Windows keeps your templates in the Custom Office Templates folder (Save a Word document as a template). For each new invoice, start from it, then change the invoice number, dates, client and lines.

For a step-by-step walkthrough of building an invoice in Word from scratch, see how to make an invoice with Word.

Invoice, estimate or receipt?

An invoice asks for payment for work you've done or goods you've supplied, with a due date. Two other documents come at other points in the sale, and both have Word versions:

Before the work starts, send an estimate or quote with your proposed price: see the Word estimate template.
Once the client has paid, send a receipt that confirms the payment: see the Word receipt template.

Other invoice formats

The same kind of invoice is also available for Excel, for Google Docs, for Google Sheets and as a PDF. For IT work billed by the hour or project, see the IT invoice template. All invoice templates are in the invoice template gallery.

Invoicing in Billed

If you'd rather not retype totals, Billed's free invoice generator calculates totals, taxes and discounts as you fill it in. In a Billed account, you save your tax settings once and Billed calculates the taxes on each invoice. Clients can pay online by card or PayPal, and Billed can send automatic reminders for overdue invoices. For a client you bill the same fixed amount on a regular schedule, Billed's recurring invoices send it for you.

Skip the Templates — Create Invoices Online

Create and send invoices with Billed, accept card and PayPal payments on them, and send payment reminders.

Try Billed For Free

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What's included in this invoice template

	Word service invoice	Word product invoice
Best for	Services billed by the hour, day or item	Goods sold by the unit or case
Line columns	Date, description, qty, unit, rate	Item no., description, qty, unit, unit price
Extra fields	Project	Customer PO no., ship to
Totals	Subtotal, tax, total, less deposit received, amount due	Subtotal, freight, tax, amount due
Tax applies to (Excel)	Subtotal	Subtotal plus freight
Sample	Event photography, 770.00 due	Wholesale candle order, 822.00 due

When this isn't for you

If you want the invoice to calculate totals and tax as you type, use the Excel invoice template or Google Sheets instead. If you edit documents in Google Docs rather than Word, the Google Docs invoice template has its own service and product layouts. If you haven't done the work yet, send an estimate or quote; if the client has already paid, send a receipt.