Free Microsoft Word Invoice Template

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

If you are most comfortable in Microsoft Word, this .docx template lets you write invoices like any other document. The layout is built from ordinary Word tables, so you can change fonts and colours, add your logo, and add or delete rows without breaking anything.

Word does not total the table for you. Work out each line amount (quantity × unit price) and the totals yourself, or use the Excel version or the online invoice generator if you want automatic calculations.

Preview of the Word 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

  • People who already use Word every day
  • Invoices with long text descriptions or terms
  • Letter-style invoices with your own branding
  • Saving as PDF straight from Word

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 word invoices

Save your master copy as a template

After adding your logo and details, use File > Save As > Word Template (.dotx). Each new invoice then starts from a clean copy.

Add a row

Click in the last line-item row and press Tab at the end of the row, or right-click > Insert > Insert Rows Below.

Send as PDF

File > Save As > PDF (or File > Export > Create PDF/XPS). Send the PDF, keep the .docx.

Frequently asked questions

Does Word have built-in invoice templates?

Yes, Word's File > New gallery includes some invoice templates when you are online. This one is an alternative that works offline and in older versions of Word.

Can I make Word calculate the total?

Word tables support simple formulas (Layout > Formula, e.g. =SUM(ABOVE)), but they do not update automatically. For live calculations use Excel.

Which versions of Word does it work in?

Any version that opens .docx files: Word 2010 and later, Word for Mac, Word for the web, plus Google Docs, Apple Pages and LibreOffice Writer.

Related templates