Simple Invoice
WordExcelPDF
Free Basic Invoice Template
The basic invoice is the all-purpose layout: your details, your client's details, an invoice number and dates, a table of what you supplied, and the total due. If you are not sure which template to start with, start here.
It works for one-off jobs, product sales and simple service work. Nothing is pre-filled with industry wording, so you can describe whatever you are billing for in your own terms.
What's in the template
- Line-item columns: Description, Qty, Unit price, Amount
- Your details, client (Bill to) block, invoice number, invoice date and due date
- Subtotal, tax at a rate you set, total
- Amount paid and balance due
- Payment terms and instructions section
Sample entries show how to fill it in; replace them with your own. All three files share the same layout. The Excel version calculates line amounts and totals; the PDF is a blank, print-ready form.
Best for
- Your first invoice as a new business or side project
- One-off jobs with a handful of line items
- Product sales where you list quantity and unit price
- Anyone who wants a neutral layout without industry-specific fields
How to use this template
- Download the format you prefer: Word to edit like a document, Excel for automatic totals, or the PDF to print and fill in by hand.
- Add your details: business name, address, contact details and, if you have one, your logo and tax number.
- Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
- List what you are billing, one line per item or task.
- Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
- Save as PDF and send. See how to send an invoice.
Prefer not to download anything? Fill in the same fields in the free online invoice generator and save the result as a PDF.
Tips for basic invoices
Describe each line so the client can approve it without asking
"Website copy editing (3 pages)" is approved faster than "Services". If you supplied the work under a quote or purchase order, add its number to the notes.
Set the tax rate once
In the Excel version, type your sales tax rate in the yellow tax-rate cell. Leave it at 0% if you do not charge tax on this sale.
Keep the invoice number unique
Use one continuous sequence such as INV-1001, INV-1002. See the invoice numbering guide for formats that scale.
Frequently asked questions
Is a basic invoice legally valid?
In most places an invoice does not need a special format to be valid. What matters is the content: who is billing whom, a unique number, the date, what was supplied, the amount and any tax. If you are registered for VAT or GST, your country may require extra details; use the tax invoice template in that case.
Can I add my logo?
Yes. In Word, click the "Your Company Name" heading and insert a picture above it. In Excel, use Insert > Pictures and place the logo over rows 1 to 3.
Which format should I send to my client?
Send a PDF. Edit the Word or Excel file, then use File > Save As (or Export) > PDF. A PDF looks the same on every device and cannot be edited by accident.
