Free Excel Invoice Template with Automatic Calculations

Word, Excel and PDF · Free, no signup · Updated October 4, 2026

This Excel invoice does the maths for you. Every line amount is calculated as quantity × unit price, less any per-line discount. Below the table, the subtotal, an overall discount, sales tax at the rate you type in, shipping, the grand total and the balance due are all formulas.

Input cells are shaded yellow; formula cells are not, so it is clear what to type and what to leave alone. The workbook opens in Microsoft Excel, Google Sheets, LibreOffice Calc and Apple Numbers.

What's in the template

• Line-item columns: Item #, Description, Qty, Unit price, Disc. %, Amount
• Your details, client (Bill to) block, invoice number, invoice date and due date
• Subtotal, tax at a rate you set, overall discount, shipping, 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

• Product and sales invoices with discounts
• Anyone who wants totals calculated automatically
• Building your own invoice log (copy the sheet per invoice)
• Google Sheets users (File > Import the .xlsx)

How to use this template

1. 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.
2. Add your details: business name, address, contact details and, if you have one, your logo and tax number.
3. Fill in the client and invoice details: who you are billing, a unique invoice number, the invoice date and the due date.
4. List what you are billing, one line per item or task.
5. Check the totals (Excel calculates them; in Word, work them out or use the online generator), then add payment terms and how to pay.
6. 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 excel invoices

The formulas

Line amount: =ROUND(Qty*Price*(1-Disc%/100),2). Subtotal: =SUM() of the amount column. Tax: =ROUND((Subtotal-Discount)*TaxRate,2). Grand total: =Subtotal-Discount+Tax+Shipping. Balance due: =Total-Paid.

Add rows safely

Insert new rows inside the table, above the last item row, then copy the amount formula down. The SUM range expands automatically.

One invoice per sheet

Right-click the sheet tab > Move or Copy > Create a copy for each new invoice, and rename the tab with the invoice number.

Frequently asked questions