Free Invoice Template for Excel
An Excel invoice template is the right choice when you want the line items and totals in an actual spreadsheet — useful if you plan to reference the numbers in your own bookkeeping spreadsheet, or want formulas you can adjust yourself after downloading.
Create your invoice now
Fill in your details on the left, watch it build in real time on the right, then download as an Excel file — completely free, no account needed.
| Description | Qty | Price | Tax % | Total |
|---|
Nothing you type here is uploaded anywhere — your invoice is built entirely in your browser.
An Excel invoice template is the right choice when you want the line items and totals in an actual spreadsheet — useful if you plan to reference the numbers in your own bookkeeping spreadsheet, or want formulas you can adjust yourself after downloading.
Why choose this format: Spreadsheet format keeps your line items in editable cells rather than flattened into a PDF image, which matters if you reuse invoice data elsewhere.
How to use the Excel invoice template
- Fill in the generator above and click “Download Excel (.xlsx)”.
- Open it in Excel (also works in Google Sheets, Apple Numbers and LibreOffice Calc).
- Edit quantities or prices — each line amount (Qty × Price), the subtotal, tax, discount and total due are live formulas and update automatically.
- Add rows by inserting them inside the line-item block so the SUM formulas include them.
- Export to PDF (File → Save As → PDF) before sending to a client.
The formulas inside the Excel invoice
| Cell | Formula | What it does |
|---|---|---|
| Line amount | =B12*C12 | Quantity × unit price |
| Subtotal | =SUM(E12:E20) | Adds all line amounts |
| Tax | =SUMPRODUCT(E12:E20,D12:D20)/100 | Applies each line’s tax % to its amount |
| Discount | =-Subtotal × Discount% / 100 | Percentage discount (or a fixed amount) |
| Total due | =MAX(0, Subtotal + Tax + Discount + Shipping) | Final amount, never negative |
The currency format matches the currency you chose in the generator (for example $, €, £ or Rs).
Making Excel invoicing easier
- Keep a master copy with your business details and save a copy for each new invoice.
- Track invoices in a second sheet — invoice number, client, date, amount, due date, paid date — to see what’s outstanding.
- Use data validation to create dropdowns for your common products and rates.
- Lock formula cells (Review → Protect Sheet) so they aren’t overwritten by accident.
- Send as PDF; keep the .xlsx as your editable record.
Frequently asked questions
Is this a real Excel file?
Yes — a genuine .xlsx workbook with live formulas for line amounts, subtotal, tax, discount and total.
Will it work in older versions of Excel?
It works in Excel 2007 and later, Microsoft 365, Excel for Mac and Excel online, plus Google Sheets, Numbers and LibreOffice.
Can I add more line items in Excel?
Yes. Insert new rows within the line-item area and copy the amount formula down; the subtotal and tax formulas will include them.