Fill in your details and download a print-ready .xlsx invoice. The line totals, tax and total are live Excel formulas, so the file keeps adding up when you edit it later.
100% private. The invoice is built in your browser. Nothing you type is sent to our servers.
This Excel invoice template generator builds an .xlsx invoice from a form in your browser, with the line amounts, subtotal, tax and total written as Excel formulas rather than typed-in numbers. The usual reader is a freelancer who has to bill a client by Friday: 12.5 hours of design work, a hosting fee, maybe a discount for a late delivery. They want a file that adds up and prints cleanly, not an account with invoicing software.
Every field is optional. Download the form empty and you get a blank template with the formulas in place and ten empty line rows, ready to fill in inside Excel. The file is put together in your browser, and nothing you type into the form is sent to a server.
The download is one sheet, named Invoice, with the parts below from top to bottom.
| Part of the sheet | What it holds |
|---|---|
| Top left | Your business name and address |
| Top right | The INVOICE heading, with the invoice number, issue date and due date under it |
| Bill to | The client's name and address |
| Line items | Description, quantity, unit price and amount, under a green header row |
| Spare rows | At least five empty rows after your items, and at least ten rows in all, each already holding the amount formula |
| Totals | Subtotal, tax (with the rate in its own cell) and a total labelled with the currency code, such as Total (GBP) |
| Payment terms and Notes | Your text with its line breaks kept. A section you leave empty is left out |
The invoice number is stored as text, so a number like 0042 keeps its leading zeros instead of turning into 42. Quantities can be decimals, so 12.5 hours is fine, and a line with a negative unit price works as a discount. Numbers typed into the form can carry thousands separators (1,250.50) but not a currency symbol.
The sheet is set up for printing: the print area covers the invoice, the page is portrait and scaled to one page wide, and gridlines are hidden. A three-line invoice prints on a single page.
A cell formatted to two decimals rounds only what you see. Excel keeps the full value underneath and adds that, so on an invoice whose formulas don't round, the printed total can disagree with the printed figures above it.
Take two lines: 2.4 hours at 42.49 and 1.3 hours at 18.99, with 20% tax.
| Unrounded formula | This template | |
|---|---|---|
| Line 1 (2.4 × 42.49) | 101.976, shown as 101.98 | 101.98 |
| Line 2 (1.3 × 18.99) | 24.687, shown as 24.69 | 24.69 |
| Subtotal | 126.663, shown as 126.66 | 126.67 |
| Tax at 20% | 25.3326, shown as 25.33 | 25.33 |
| Total | 151.9956, shown as 152.00 | 152.00 |
In the unrounded column, the printed lines add to 126.67 but the subtotal says 126.66, and 126.66 plus 25.33 is 151.99, not the 152.00 printed as the total. A client checking the bill with a calculator finds two errors on a two-line invoice.
The fix is to round each amount where it is calculated, not at the end. The amount formula, shown here for row 14:
=IF(OR(B14="",C14=""),"",ROUND(B14*C14,2))
// B14 quantity on this line
// C14 unit price on this line
// OR(...) leaves the amount blank until both are filled
// ROUND(,2) stores the amount in whole centsThe tax line is rounded the same way, and the subtotal is a SUM of the already-rounded lines, so every printed figure adds up to the one below it. For JPY the rounding goes to whole yen instead of cents. The ROUND function page covers the other digit settings.
Type a quantity and price into a spare row and its amount appears. The subtotal already counts that row, because its SUM runs over every line row, empty or not. Change the rate in the tax rate cell and the tax and total recalculate.
If you run out of spare rows, insert a new row between two existing line rows and copy the amount formula down from the row above. A row inserted inside the SUM's range is picked up by it; one inserted below the last line row is not.
The currency symbol and the date format travel with the file. The paper size doesn't.
The currency symbol is written into each cell's number format, for example "£"#,##0.00, rather than taken from Windows or macOS regional settings, so a client in another country sees the symbol you chose. The flip side: switching currency later means editing the number format of every cell that shows the symbol (Format Cells, then Custom).
Dates are real Excel dates shown as 24 Sep 2026. Written as 03/04/2026, a due date means 3 April in London and March 4 in Chicago; with the month spelled out, both clients read the same day.
Paper size is the one the file doesn't settle. It isn't set, so Excel prints on the printer's default: Letter in the US, A4 in most other places. If you print or make a PDF for a client on the other standard, change it under Page Layout > Size first.
For a client who opens the attachment on a phone, the file also stores the calculated values next to the formulas. Excel recalculates everything when it opens the file, and a phone's preview that can't run formulas still shows the right totals.
Excel 365 has a gallery of invoice templates under File > New: type invoice in the search box and pick one. That route makes sense when you want a design with a logo space already laid out, or a layout for a particular trade.
The cost is setup. Every template comes with sample data to clear out and formulas you didn't write. Before you send one, click into a line amount and the tax cell: if the formula has no ROUND, you have the penny problem above. Then look at File > Print. If the invoice spills onto a second page, set Page Layout > Scale to Fit > Width to 1 page.
If your hours live in a time-tracking app, export them as CSV and open the export with CSV to Excel. Then copy the hours into the invoice's quantity column and the rates into the unit price column, and leave the amount column alone so its ROUND formula stays in place. Before sending a workbook you have built on top of the invoice, Workbook Audit is worth a run.
Fill in the form above and click Download invoice (.xlsx), then open the file in Excel to print it or save it as a PDF. Inside Excel itself, File > New and a search for invoice lists Microsoft's own templates, which you then fill in cell by cell.
Because Excel adds the full unrounded amounts while the cells only show two decimals. A line of 2.4 hours at 42.49 is really 101.976, displayed as 101.98, so a column of such lines can total a cent more or less than the printed figures. Wrapping each line and the tax in ROUND fixes it, and this generator's formulas already do that.
Put the tax rate in its own cell and multiply the subtotal by that cell, rounded to the cent. The downloaded invoice is set up that way, so typing a new rate into the rate cell recalculates the tax and the total. It supports one rate applied to the whole subtotal.
No. The generator makes one invoice at a time and keeps no record of earlier numbers. Open your last invoice, change INV-0001 to INV-0002 and save it under a new name, or change the number in the form before downloading.
Open the downloaded file in Excel and use Insert > Pictures to place the logo above or beside your business name. The generator itself has no logo upload.
Yes, from Excel: choose File > Save As and pick PDF as the file type, or print to a PDF printer. The generator downloads .xlsx only, but the file already has its print area and one-page-wide scaling set, so the PDF comes out as a single invoice page for a short invoice.
No. The invoice has one tax rate applied to the whole subtotal, with no per-line tax and no second tax line. If you need two, add a second rate cell and tax row in Excel and include it in the total formula.