Excel Invoice
WordExcelPDF
Free Itemized Invoice Template
An itemized invoice (also called an itemized bill) lists every product, part or task on its own line with its quantity, unit price and amount, instead of one lump sum. Clients can check each charge against what they ordered or what was quoted, which is why itemized bills are disputed less often.
This template adds an item number column for your product codes or quote line references and a discount percentage per line. In the Excel file each line amount is calculated as quantity × unit price × (1 − discount), and the subtotal, tax and grand total follow.
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
- Extra header fields: PO / Reference
- 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
- Mixed bills of materials and labour
- Retail and wholesale orders with product codes
- Turning a detailed quote into an invoice line by line
- Insurance, warranty or expense claims that need a breakdown
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 itemized invoices
Mirror the quote
If you quoted the job, use the same line descriptions and item numbers on the invoice. The client can tick each line off. Our guide on turning a quote into an invoice walks through it.
Use the item number column for anything useful
SKU, part number, quote line (Q-118/3) or a date. Leave it blank if you do not need it.
Group labour and materials
List materials first, then labour, so the client can see both totals at a glance. The contractor template has separate subtotals for each.
Frequently asked questions
What is the difference between an itemized invoice and a regular invoice?
Every invoice has line items, but a summary invoice may bill a single total ("Kitchen renovation – $8,400"). An itemized invoice breaks that total into individual products and tasks with their own quantities and prices.
How many lines can I add?
The Excel and Word files have 12 lines. In Excel, insert rows inside the table (above the last line) and copy the amount formula down; the subtotal range expands automatically. In Word, place the cursor in the last row and press Tab.
Can a client request an itemized bill?
Clients often ask for one, especially for repairs, medical or legal services and insurance claims. Whether they are legally entitled to one depends on the industry and the country, but providing it is good practice.
