If you’re a freelancer or a small business owner handling your own invoices, this guide is for you. We’ll show you how to create an invoice in Microsoft Excel to bill your clients for your services. Excel offers two options: you can use ready-made invoice templates or build your own from scratch. In this blog, we’ll walk you through making invoices from Excel templates on both Windows and Mac computers. We’ll also guide you through creating an invoice in Excel from start to finish. Plus, we’ll share some free Microsoft Excel invoice templates with you. Additionally, we’ll introduce you to free invoice tools that not only help you track your invoice payments but also make it easy for your clients to pay you. Let’s get started.
Table of Contents:
How to Make an Invoice from an Excel Template (Windows):
1. Open Microsoft Excel: Start by launching Microsoft Excel on your PC.
2. Search for an Invoice Template: Once Excel is open, use the search bar at the top of the window and type “invoice” to find invoice templates.
3. Choose Your Template: Scroll through the available options to find a template that suits your business needs. Excel provides various templates, including sales invoices, service invoices, and shipping invoices. Select a template that aligns with your business requirements and branding.
4. Open the Invoice Template: After choosing a suitable template, click on it to preview. Then, click the “Create” button to open the Excel template in a new window.
5. Customize the Invoice: Once the template is open, customize it to include your project details. Be sure to add:
- Your company logo (if available)
- Your business contact information (name, address, phone number, email)
- Client’s contact details
- Invoice date
- Unique invoice number
- Payment due date
- Itemized list of services, including descriptions, hours worked/quantity, and rates
- Subtotal for each service
- Payment terms (methods, late fees)
- Total amount due, including taxes
6. Save the Invoice: After adding all necessary information, save the completed spreadsheet as a .xlxs format document on your computer. Also, save it as a PDF to send to your client, ensuring it can’t be altered.
7. Send the Invoice: Finally, send the completed invoice to your client via email or mail. Include a brief cover note highlighting important details such as the due date and total amount owing.
For businesses looking for invoicing software, CheckYa allows you to send invoices for free without requiring a credit card or upfront fee. Give it a try to streamline your invoicing process easily.
How to Make an Invoice from an Excel Template (For Mac):
1. Open Microsoft Excel: Start by opening Microsoft Excel on your Mac. Click on “File” in the menu bar and then select “New from Template.” This will bring up a page with a variety of available templates.
2. Search for an Invoice Template: To find an invoice template, use the search bar located in the upper right-hand corner of the page. Type “invoice” into the search bar and press enter to filter the results.
3. Choose Your Invoice Template: Browse through the available Excel invoice templates. There are different options, including business invoice templates and templates with built-in formulas for tax calculations. Choose a template that fits your needs and aligns with your business branding.
4. Download the Template: Once you’ve found a suitable template, click on it to open a preview page. Then, click the “Create” button to open it as a new spreadsheet in Excel.
5. Customize Your Invoice: Edit the template to include specific project details. Make sure to include:
- Your business logo (if available)
- Your business contact details (name, address, phone number, email)
- Client’s contact information
- Unique invoice number
- Invoice date
- Itemized list of services provided, including quantity/hours worked and rate
- Subtotal for each service
- Payment terms (accepted methods, late fees)
- Payment due date
- Total amount due, including taxes
6. Save and Send the Invoice: Once you’ve filled out all the details, save the spreadsheet to your computer in both .xlxs and PDF formats. Use the PDF version when sending the invoice to your client to prevent editing after sending.
If you need further guidance on sending invoices, refer to our comprehensive guide on How to Send an Invoice for quicker client payments.
How to Create an Invoice in Excel from Scratch:
Creating a professional invoice from scratch in Excel is simpler than you might think. Follow these straightforward steps to get started:
1. Open a Blank Excel Workbook: Launch Microsoft Excel and open a new blank workbook. You’ll be greeted with a fresh spreadsheet ready for your invoice details.
2. Create an Invoice Header: Begin by adding a header to your invoice. Include essential billing information such as your business logo, contact details, the invoice date, and a unique invoice number.
3. Add the Client’s Information: Next, input your client’s contact information. Include their name, address, email, and phone number to ensure clear communication and smooth transactions.
4. List the Payment Due Date: Clearly state the payment due date on your invoice. Use a specific date format (e.g., “Payment Due May 23, 2024”) to avoid ambiguity and ensure timely payments.
5. Add an Itemized List of Services: Create an itemized list of the services you provided. Dedicate columns for service descriptions, quantities or hours worked, rates, and subtotals for each service rendered.
6. Calculate the Total Amount Owing: Leverage Excel’s built-in functions to calculate the total amount due effortlessly. Utilize the SUM function to add up the subtotals and display the total at the bottom of the invoice. For example, to sum up the subtotals listed in column B from cell B2 to B6, enter the following formula in cell B8: =SUM(B2:B6)
7. Include Your Payment Terms: Don’t forget to outline your payment terms at the bottom of the invoice. Specify accepted payment methods and provide details of your late fee policy, if applicable.
CheckYa: The Free Invoice Tool
Managing invoices can be a hassle with Ms Excel, especially when you’re working with multiple clients and projects. That’s where invoicing tools like CheckYa comes in. It’s a free invoice tool designed to simplify and streamline your invoicing process from start to finish.
Ready-Made Templates for Quick Invoicing
With CheckYa, you don’t have to start from scratch. It provides you with ready-made invoice templates that you can easily customize with all the necessary information, including line items, payment terms, and more. No need to spend time creating complex Excel sheets – CheckYa has you covered.
Convenient Payment Options for Clients
One of the standout features of CheckYa is its multiple payment options for clients. They can pay you directly via various methods, including Google Pay, Apple Pay, credit/debit cards, ACH, and PayPal – all through the invoice itself. This eliminates the need for manual tracking and follow-ups that are often required with Excel invoices.
Automated Reminders for Timely Payments
Forget about sending manual reminders for overdue payments. CheckYa automates this process for you, sending reminders when payments are due. This ensures that you get paid on time without chasing down clients for payment.
Clear Overview of Invoice Status:
CheckYa provides a single dashboard where you can see all your paid, unpaid, and overdue invoices at a glance. This clear overview helps you stay organized and on top of your finances without having to sift through multiple spreadsheets.
Additional Features:
In addition to its core functionalities, CheckYa offers extra features like the ability to pass on payment transaction fees to your clients, allowing you to save costs while still providing convenient payment options.
Here’s how CheckYa stands against Microsoft Excel in sending Invoices
| Feature | CheckYa | Microsoft Excel |
| Ready-Made Templates | ✔️ Provides ready-made template | ✔️ Provides ready-made templates |
| Payment Options | ✔️ Clients can pay directly via various methods (Google Pay, Apple Pay, credit/debit cards, ACH, PayPal) | ❌ Clients must pay separately outside of Excel |
| Automated Reminders | ✔️ Sends automated reminders for overdue payments | ❌ Requires manual follow-up for overdue payments |
| Dashboard Insights | ✔️ Offers a clear overview of paid, unpaid, and overdue invoices in a single dashboard | ❌ Requires manual tracking and organization |
| Additional Features | ✔️ Allows passing on payment transaction fees to clients for cost savings | ❌ Limited additional features beyond basic invoicing |
| User-Friendliness | ✔️ Easy-to-use interface for quick invoicing and payment tracking | ❌ Steeper learning curve and manual data entry |
| Cost-Effectiveness | ✔️ Free to use with no hidden fees | ❌ May require purchasing Microsoft Office or other software |
Conclusion:
Now that you’ve learned how to make invoices in Microsoft Excel, you’re all set to handle your billing tasks like a pro. This guide has given you easy-to-follow steps to confidently send your next invoice using Excel, making sure it looks professional and accurate every time. But if you’re after an even easier way to handle invoices, consider trying out specialized tools like CheckYa. With CheckYa, you get pre-made templates, making invoicing simple and easy. Plus, it lets your clients pay you directly, which can speed up the process. Whether you stick with Excel or try out CheckYa, the goal is simple: making invoicing easy, getting paid faster, and growing your business.
