Create invoice in Excel

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An invoice is a bill or statement of charges that includes a list of goods or services and the corresponding amount.  It is issued to a client prior to payment and keeps a record of the sale. This article will guide us on how to create an invoice by using a pre-set template or by making it manually in Excel.  

Figure 1.  Final result:  How to create an invoice

Make invoice using a template

There are several free invoice templates from the database that we can readily use.  These templates are very useful especially when we are in a rush.  The templates contain the relevant information and are filled with the necessary formulas.  All we need to do is download, edit and save. Here are the steps:

  • Click File > New
  • In the search box, enter “invoice”
  • The results will display some invoice templates.  To preview an invoice, click on it.

Figure 2.  Invoice templates search results

  • When we have decided on which template to use, click Create to download it.

Figure 3.  Invoice Template Preview

Excel will open the template on a new workbook, with the same file name as the template.

Figure 4.  Sample Invoice

We can now start editing the invoice by entering the pertinent information such as company name, address and contact details, as well as the list of items and corresponding quantity, unit price and tax rates.  

Figure 5.  Output: Make invoice using a template

Click File Save As or press Ctrl + S to save the invoice.

Create invoice manually

We can also opt to create an invoice manually.  Although this method will improve our skills in editing and formatting, it will certainly take time because we will be making it from scratch.  

These are the parts of an invoice:

  • Heading – contains the date, invoice number, company name, address and contact details
  • Recipient Details – client’s company name, address and contact details
  • Billing Information  – items and description, quantity, unit price and total price
    • The total price can be calculated by multiplying the quantity and the unit price
  • Total Bill – the sum of the total price per item and can be calculated using the SUM function
  • Payment Terms – contains the date or period for which the bill or charge is due (example: “Due within 30 days” or “Due upon receipt”)

Below is an example of an invoice created manually in Excel.

Figure 6.  Output: Create invoice manually

How to save an invoice template

  • In order to save the invoice template, we press Ctrl + S.  

Figure 7.  Save As dialog box

  • In the Save As dialog box, enter “Invoice1” in the File name text box
  • Click the arrow in Save as type and select Excel Template (*.xltx)

Figure 8.  Saving as Excel Template (*.xltx)

  • When we choose the file type “Excel template”, the file location is automatically changed to the Custom Office Template folder.  We can change the destination folder by navigating the dialog box and choosing our preferred location.

Figure 9.  Choosing the location

  • Click Save

We have successfully created an invoice.  We can now use it for future transactions or send to clients as record for products or services rendered.

Figure 10.  Output: Saving an invoice template