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4.8/5 on G2 · Our invoice generator is used by 50,000+ people · Updated September 2026What is an invoice template?
An invoice template is a pre-formatted invoice you fill in with your own details and prices, so every bill you send looks professional, is numbered correctly and tells the client exactly what to pay, by when and how.
An invoice template (also called a billing template or invoice format) already has the standard invoice layout: your business details, the client's billing details, an invoice number and due date, a table for line items, the subtotal, tax and amount due, payment terms and payment details. You replace the placeholders, add your line items and send it as a PDF.
8 invoice templates, each in Word, Excel and PDF. Pick the one that matches how you bill.
Any business billing for products or services. The invoice format most clients expect.
A clean one-page invoice with just the essentials, for quick jobs and small businesses.
Consultants, agencies and service providers billing for sessions, retainers or projects.
Freelancers billing a project, with the quote reference and deposit already paid.
Anyone billing by the hour: a timesheet and an invoice in one.
Requesting an advance payment, or sending buyers and customs a preview before shipping.
VAT or GST registered businesses that need a compliant tax invoice (UK, EU, Australia, Singapore and more).
GST-registered businesses in India issuing a tax invoice under the GST rules.
Only need one format? See every invoice template in Word or every invoice template in Excel.
Not sure what a finished invoice should look like? This sample invoice is a real, filled-in example for a consulting firm, built on the standard template. Use it as a reference for wording, layout and payment terms.
Whichever template you use, these ten parts make up the standard invoice format. Missing one is the most common reason invoices get paid late.
| Section | What to write | Example |
|---|---|---|
| Title and invoice number | The word "Invoice" and a unique, sequential number | INV-0042 |
| Invoice date and due date | When you issued it and when payment is due | 1 Oct 2026, due 15 Oct 2026 |
| Your business details | Name, address, email, phone and tax ID | GST Reg. No. 201912345K |
| Bill-to details | Client's legal name, billing address and contact | Harbor Foods Pte. Ltd., Accounts Payable |
| PO or reference number | The client's purchase order or your quote reference | PO-7781 |
| Line items | Description, quantity, unit price and amount for each item | Consulting hours, 6 x 180.00 |
| Subtotal, discount and tax | The math behind the total, with the tax rate shown | GST 9% |
| Amount due | The total, less any deposit already paid | S$5,537.20 |
| Payment terms | When and how to pay, and any late fee | Net 14, 1.5% per month late fee |
| Payment details | Bank details or a payment link, plus a reference | Reference: INV-0042 |
Want to see a filled-in example with every part explained? See the sample invoice.
The content is the same in every format. What changes is how you edit it and whether the math is done for you.
| Format | Best for | Calculations | Editing |
|---|---|---|---|
| Word (.docx) | Service businesses that want to add notes and terms | You type the totals yourself | Easy to edit, also opens in Google Docs |
| Excel (.xlsx) | Hourly billing, long product lists, tax invoices | Amounts, tax and balance due calculate automatically | Opens in Google Sheets and Numbers too |
| Printing a blank invoice to fill in by hand | None, it is a printable form | Not editable | |
| Google Docs / Sheets | Teams that work in Google Drive | Automatic in Sheets (upload the .xlsx) | Upload the .docx or .xlsx to Drive, then Open with Google Docs or Sheets |
Five billing documents that look alike but do different jobs. Use the right one at the right stage.
| Document | When | Purpose | Make one |
|---|---|---|---|
| Quotation | Before work starts | A price offer the client can accept | Quotation templates |
| Proforma invoice | After acceptance, before delivery | A preview to request an advance or clear customs | Proforma invoice template |
| Invoice | After delivery | A request for payment | The templates above, or the free invoice generator |
| Receipt | After payment | Proof that payment was received | Free receipt generator |
| Credit note | When an invoice needs correcting | Reduces or cancels an invoice | Free credit note generator |
Sending lots of invoices? Taskip Invoicing turns accepted quotes into invoices in one click, takes online payments and tracks what is paid, pending or overdue.
As soon as the work is delivered or the goods ship. For long projects, invoice deposits and milestones as you go, and for retainers invoice in advance on the same day each month. Late invoices get paid late.
An invoice is your formal request for payment and your record of the sale. If you are VAT or GST registered you usually must issue a tax invoice to business customers, for example within 30 days of the supply in the UK. See tax invoice rules by country. General information, not legal advice.
Standard for most jobs, hourly if you bill time, proforma for advance payments, tax invoice if you are VAT or GST registered.
Business name, address, contact details, logo and your tax ID or VAT/GST number.
Client's legal name and billing address, plus their PO number or your quote reference.
Use the next number in your sequence, today's date and a clear due date.
One row per product, service or block of hours. In Excel the amounts, tax and balance due calculate for you.
State payment terms and how to pay, save as a PDF and email it. Copy an invoice email template for the message.
The Excel invoice templates use simple formulas you can check yourself. Yellow cells are the ones you type in; grey cells calculate on their own, so do not overwrite them.
Invoice numbers must be unique and, in most countries with VAT or GST, sequential. Pick a system once and keep it.
If you are VAT or GST registered, your invoice usually has to qualify as a tax invoice so your client can reclaim the tax. Two of the templates are built for this.
A template is perfect if you like working in Word or Excel. If you invoice every week, the free online invoice generator saves the busywork.
| Word / Excel template | Online invoice generator | |
|---|---|---|
| Cost | Free | Free, no signup |
| Numbering | Manual, easy to duplicate | Automatic and sequential |
| Calculations | Automatic in Excel, manual in Word | Automatic as you type |
| Currencies | Type your own symbol | 39 currencies built in |
| Branding | Add your logo by hand | Logo and signature remembered for next time |
| Getting paid | Bank details only | Save to a free Taskip account for online payments and reminders |
Five payment terms worth printing on every invoice. Paste them into the notes box and adjust the numbers.
The format is the same everywhere. What changes is what you bill for and when you send it.
Bill per project with the deposit deducted, and state a late fee.
Freelance invoice templateShow the service period and each session, deliverable or retainer.
Service & consulting templateA timesheet and invoice in one, with total hours calculated.
Hourly invoice templateSend a proforma first to get paid upfront or clear customs.
Proforma invoice templateYour invoice must meet tax invoice rules, including your registration number and tax per rate.
Tax invoice formatBill labor and materials on separate lines, and invoice progress payments at agreed stages.
Start from a construction quoteFree Invoice Generator
Create an invoice online in minutes: 39 currencies, auto numbering, PDF, no signup.
Tax Invoice Format
VAT, GST and sales tax invoice requirements by country.
Invoice Payment Terms
Net 30, 2/10 Net 30, deposits and late fee wording to copy.
Invoice & Payment Reminder Emails
Emails to send invoices and chase late payments politely.
Freelance Invoice Template
Invoice clients as a freelancer, with deposits and late fees.
Hourly Invoice Template
Bill by the hour with a built-in timesheet.
Proforma Invoice Template
Request an advance or clear customs before you ship.
Free Quotation Templates
Quote the job first: 8 quotation templates in Word, Excel and PDF.
Taskip Invoicing
Online payments, recurring invoices and payment tracking in one place.
A ready-made invoice with the standard format already laid out, so you only fill in your details, the client, line items and totals instead of designing an invoice each time.
Yes. All eight templates and the sample invoice are free to download in Word, Excel and PDF, with no signup, no email gate and no watermark. You can use them for commercial work.
A unique invoice number, invoice date and due date, your business details and tax ID, the client's billing details, itemized line items, subtotal, tax and amount due, payment terms and payment details.
Download the Excel invoice template and fill in the yellow cells. Line amounts, subtotal, discount, tax and balance due calculate automatically, and the hourly template adds up total hours for you.
Open the Word invoice template, replace the placeholders in square brackets, add a row for each item, type the totals, then save as PDF before sending so the numbers cannot be changed.
Yes. Upload the .docx or .xlsx to Google Drive and open it with Google Docs or Google Sheets. The Excel formulas keep working in Sheets.
An invoice made from a template is as valid as any other, as long as it includes what your country requires. Tax-registered businesses must meet tax invoice rules; see our tax invoice format guide.
Use a unique, sequential number such as INV-0001, or a year prefix like 2026-001. Never reuse or skip numbers; cancel a wrong invoice with a credit note.
An invoice requests payment for goods or services already supplied. A proforma invoice is a preview sent before delivery, often to request an advance payment or for customs, and is not a demand for payment.
An invoice asks for payment; a receipt confirms payment was received. Make receipts with the free receipt generator.
Net 14 or Net 30 are the most common, with a clear due date and late fee. See 20+ ready-to-copy invoice payment terms.
Yes. The free invoice generator fills in the same invoice format online, numbers invoices automatically, calculates tax and exports a PDF, with no signup.
