Free Printable PDF Invoice Template

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

The PDF version is a clean, printable invoice form with labelled boxes for your details, the client's details, invoice number, dates, line items and totals. Print a stack and fill them in by hand on site.

To send a typed PDF invoice by email instead, fill in the Word or Excel file (or use the invoice generator) and save it as PDF. Most clients prefer receiving a PDF because it looks identical on every device and cannot be edited by accident.

Preview of the PDF Invoice template layout

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
  • 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

  • Hand-written invoices at the job site
  • Printed invoice pads for mobile trades
  • Emailing invoices (save the Word/Excel version as PDF)
  • Archiving a fixed copy of every invoice

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 pdf invoices

Print on Letter or A4

The form is US Letter. On A4 paper choose "Fit to page" or "Scale to fit" in the print dialog.

Make a PDF from Word or Excel

Word: File > Save As > PDF. Excel: File > Export > Create PDF/XPS. Google Docs/Sheets: File > Download > PDF.

Name the file well

Use the invoice number and your business name, e.g. INV-1042-YourBusiness.pdf, so the client's accounts team can find it.

Frequently asked questions

Can I type into the PDF?

The PDF is not a fillable form. You can add text with the annotation tools in Adobe Acrobat Reader or macOS Preview, but the Word, Excel and online-generator options are easier for typed invoices.

Why send invoices as PDF?

A PDF keeps its layout on every device, prints reliably and is harder to alter than a Word or Excel file. See how to send an invoice.

Is the PDF free for commercial use?

Yes, for invoicing your own business. You may not resell the template.

Related templates