Free Invoice Templates for Word and Excel
A good invoice template saves you from rebuilding the same document every month and makes sure you never forget something that delays payment, like a due date or payment details. Below you can download a plain Word or Excel template, see a finished example, and find out which kind of layout suits your type of work.
Download a free invoice template
The Excel version calculates line totals, discount, tax and the total due for you: type quantities, prices, discount and tax percentages, and everything updates. The Word version is a clean layout you fill in by hand. Both include one example row that you can replace.
What a finished invoice looks like
This is an example for a freelance designer. The client and amounts are made up, but the structure is what most clients expect to see.
Issued 6 Oct 2026 · Due 20 Oct 2026 (14 days)
To: Northwind Café
| Description | Qty | Unit price | Tax | Amount |
|---|---|---|---|---|
| Brand identity design (logo, colours, type) | 1 | 1,200.00 | 10% | 1,320.00 |
| Social media post templates | 5 | 80.00 | 10% | 440.00 |
| Extra revision rounds (hours) | 3 | 60.00 | 10% | 198.00 |
| Subtotal 1,780.00 · Tax 178.00 · Total due (USD) | 1,958.00 | |||
What every invoice template should contain
- The words "Invoice" and a unique, sequential invoice number
- Your name or business name and contact details, and the client's name
- Issue date and a clear due date
- Itemised lines: description, quantity, unit price, and the line amount
- Subtotal, any discount, any tax, and the total due, with the currency named
- How to pay you, and your payment terms
Some countries require extra details, such as a tax registration number or specific wording. Check your local tax authority for the rules that apply to you.
Choosing a layout for your type of work
| You are a… | Typical line items | Tip |
|---|---|---|
| Freelancer | Fixed project fee, or hours × hourly rate | Describe the deliverable, not just "services" |
| Agency | Monthly retainer, milestones, pass-through costs | Show the project or campaign name on every line |
| Writer | Per article, per word, or per project | Include the title and word count to avoid scope disputes |
| Consultant | Day rate × days, expenses | List expenses separately from fees |
| Designer | Concept, revisions, final files | State how many revision rounds are included |
| Developer | Features, sprints, hosting or support | Reference the ticket, feature or release |
Word, Excel or PDF?
Word suits an occasional invoice you can type in a few minutes. Excel is better when you want the totals calculated and several line items. PDF is what you should send to the client: it cannot be changed by accident and looks the same everywhere. Fill in a template, then export or print to PDF before sending.
Common template mistakes
- Reusing an old invoice and forgetting to change the number or date
- Skipping the due date, so the client decides when to pay
- Typing totals by hand and making an arithmetic slip
- Leaving out payment details, which forces a back-and-forth email
Frequently asked questions
Can I use these templates for my business?
Yes. They are free to use, edit, and send to clients. Replace the example row and the placeholders with your own details.
Do I need an invoice number?
Yes. A unique number per invoice makes records and payment follow-up easier, and many tax authorities expect sequential numbering.
When should I move beyond a template?
When you invoice every week, keep re-typing client details, or want to track who has paid, a tool that stores clients and numbers invoices for you saves time.
Templates are a starting point and are not accounting or tax advice.