create an invoice in excel

Chapter 17

How to Create an Invoice in Excel

Author: Bhaval Patel

How to Create an Invoice in Excel? Step-by-step Guide

With the Microsoft Excel program, small business owners can create an invoice in Excel for their customers without any hassle. With Excel, you can draft your template or prepare an invoice with a downloaded template in excel.

How to Create an Invoice in Excel

In this aspect of the invoicing guide, you’ll learn how to:

  1. Create an Invoice with Excel Template (Windows)
  2. Create an Invoice with Excel Template (Mac)
  3. Create an Invoice with Excel from Scratch

Create an Invoice with Excel Template (Windows)

You, as a business owner, can use personalized templates from the Excel program to build an invoice. With these steps, you’ll learn how to create invoices with the Excel program.

  • Open The Excel Program

To start creating an invoice with an Excel template, you’ll have to open the Excel program on your PC.

  • Search For Templates

When you launch the Excel program on your computer, search for templates at the top of the window. To narrow your search options, type “invoice” to get invoice templates. Your PC has to be connected to the internet before you search.

  • Select Your Preferred Template

After browsing through several templates, you should have one that’s useful for you. There’s a range of invoice templates in the Excel program. You’ll find invoice templates for shipping, service, sales, and other business types. From the different invoice templates, choose one that’s good for your business.

  • Open The Template

After you have made a choice, preview the template and click on Create to open the template. The template will open in a new window.

  • Personalize The Template

When you’re done with the selection of the template, you can then open a fresh spreadsheet with the template and start personalizing it. The invoice template must have all the necessary details to show the customer what they are supposed to see to make a payment on time.

Thus, the invoice must contain:

  1. Your business name and logo
  2. Your business contact details, which include name, address, email,  and phone number
  3. Your customer’s contact information
  4. Invoice number
  5. Date invoice was created
  6. A detailed description of all the services or products supplied to the customer with the hourly rate and number of hours worked if applicable
  7. The subtotal of all cost and service
  8. Total amount to be paid by the customer, including discounts and tax charges if applicable
  9. Your payment terms and policies, including the terms of payment you accept.
  • Save The Invoice

When you fill the invoice with the necessary and require details needed for your customer to see and make a payment, save a copy of the spreadsheet in your PC. It is preferable to save as an xlxs document so it can be edited at other times if there’s a need.

Also, save as a PDF document when you want to send to the customer so that it cannot be edited by another person.

  • Send The Invoice

Send a copy of the invoice to your customer via electronic mail or print and hard copy and send it through the mail. Do not forget to add friendly notes that will make the client impressed.

Create an Invoice with Excel Template (Mac)

To create an send and invoice with Excel template Inna Mac computer, here are the steps to follow to get it right:

  1. Open The Excel Program

On your Mac computer, launch the Microsoft Excel program and search for templates by clicking File from the menu bar, after that,  click on New from Template. You’ll be taken to a page with different templates.

  1. Search For Templates

To narrow down your search, you’ll find a search bar on the upper part of the computer. Click on it and type the keyword “invoice,” then press enter to search.

  1. Select Your Preferred Invoice

In the section where you’ll find the templates,  you’ll be provided with different types of templates. Ensure that you find the best template suitable for the kind of task you’re carrying out. Your final choice should be one that will reflect all your information and job details.

  1. Download The Template

After searching all templates for the best one suitable for your business, preview it, and open on a fresh spreadsheet

  1. Personalize The Template

On all the fields in the templates, add the following information:

  • Your business logo
  • Your business contact information, including the business name, address, email, and phone number
  • Your customer’s contact details
  • The invoice date
  • An invoice number
  • A clear description of all the works you have done with the hourly or flat rate if applicable or the number of goods supplied one after the other.
  • Subtotal of all the services
  • Your payment terms and policies, with the payment methods you accept. Include a late fee if applicable and agreed upon by the customer.
  • The total amount with tax rate and discount if applicable
  1. Save The Invoice

After filling out the necessary details required of you in the invoice, go through all the information again to be sure that they are correct. After that, save the File in your Excel program as an xlxs and PDF file. The PDF file can be sent to a customer through electronic mail.

  1. Send The Invoice

The invoice can be sent to your customer through mail or email.


Create an Invoice with Excel from Scratch

With these steps, you can learn how to prepare an invoice from scratch:

  • Launch A New Excel Spreadsheet

The first step in this process is to open a fresh Excel program on your PC by clicking a blank workbook.

  • Create An Invoice Header

Your invoice should be easily identified when a customer sees it. An appropriate header consists of:

  1. Your business logo
  2. Your business contact details
  3. A unique invoice number
  4. The invoice date
  • Include The Customer’s Information

he details of the customer you’re sending the invoice have to be on the invoice. Ensure that you have the name and address of the contact person or the company you’re invoicing, email and phone number.

  • State The Due Date For Payment

Every invoice you send should carry a due date so your cash flow won’t be affected. For clarity’s sake, fully write out the date. For example, “Payment Is due August 20, 2018”. Sometimes, writing in short forms may be confusing and can delay payment.

  • Describe The Services Provided In Detail

For clarity’s sake, carefully describe the services roughly offered the customer. If possible, divide the task into rows and columns and include your hourly rate alongside the number of hours you’ve worked. You should have a subtotal for all the services listed.

  • Add The Subtotal

An advantage of preparing invoices with Excel program is that the program itself can help you with mathematical tasks. With the SUM function of the Excel program, you can add up every due in the invoice. For instance, if you’re adding up column Dates from cell 6 to 8, all you need do is to enter this formula in cell C9: =SUM(C4: C8).

  • State Your Payment Terms

Payment methods, late fee policy, and all other payment information a customer needs to know must be included at the bottom of the invoice.

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