XLSX
Excel invoice template
Editable fields with automatic line amounts, tax, totals, and balance due. Includes a blank Invoice sheet and a completed Example sheet.
Learn / Invoice templates
Free invoice templates for Excel, Word & PDF
Download an editable invoice, follow the completed example, and check the details before sending. No signup required.
Free downloads
Choose your invoice format
All formats include business and customer details, invoice and due dates, a reference number, line items, tax, payment terms, and balance due.
DOCX
Word invoice template
Edit the business details, customer, line items, and payment instructions. Enter and check amounts manually, then save as a PDF.
PDF
Printable invoice
A blank invoice for handwriting and a completed example for reference. Each PDF is one US Letter page.
Template scope: USD, tax-exclusive prices, percentage line discounts, and a fixed invoice discount. Use up to two decimals for quantity and rate in Excel. Word amounts are entered manually. The sample tax rate is illustrative; enter the rate applicable to your sale.
Need to import existing invoices? Use the invoice CSV import guide. These downloads are standalone documents.
How to fill in your invoice
1. Add the invoice details
Replace the bracketed business and customer fields. Set a unique invoice number, invoice date, due date, payment terms, and any customer PO reference.
2. Enter the line items
In Excel, edit the amber cells. Enter quantity, rate, line discount, and tax percentage, including the % sign. Keep the Amount, Tax, and total formulas. Eight lines are provided.
3. Review and save a PDF
Enter any fixed invoice discount, signed adjustment, and payments already received. Check the balance due and payment instructions, then use print preview or export a PDF before sending.
Excel’s Currency rounding row reconciles displayed line amounts with the rounded subtotal. Tax is calculated per line after its line discount. The invoice discount and adjustment change the total without recalculating tax, matching Bokeping’s invoice workflow.
The anatomy
Eight things, every time
- 1
Your logo & details
Use your legal business name, billing address, and email so the customer knows who issued the invoice and where to send questions. Add your logo if you use one.
- 2
Customer details
Include the customer’s legal name, billing address, and accounts payable email. Check the entity and purchase-order reference before sending.
- 3
A unique invoice number
Give each invoice its own number. Use that number on payment references and follow-up messages so both parties can identify the document.
- 4
Issue & due dates
Show the invoice date, due date, and agreed payment terms. For Net 30, set the due date 30 days after the invoice date.
- 5
Line items with quantities
Describe each product or service and show its quantity, unit rate, and any line discount. The amount column is the quantity times the rate, less the line discount.
- 6
Tax shown clearly
Show the applicable rate and tax amount for each line. These templates use tax-exclusive USD prices and round each line’s tax to cents after its line discount.
- 7
Total & balance due
Separate the invoice total from the amount received and the remaining balance. Show any invoice discount or signed adjustment explicitly.
- 8
How to pay
State the agreed payment method and payment reference. Add a payment link only when you have an active payment provider configured for the invoice.
Ready to create an invoice in your books?See how invoicing works
Filled example
$2,400.00$486.00
Harbor & Pine Studio
412 Example Street Portland, ME 04101
billing@harborpine.example
Invoice
INV-2041
USD / Tax exclusive
Bill to
Mercer Street Coffee Co.
Reference: PO-1042
Issued Sep 29, 2026
Due Oct 29, 2026
DescriptionAmount
Brand identity design × 1 @ $2,400.00
Discount 0% · Tax 8.875% ($213.00)
Menu layout × 3 @ $180.00
Discount 10% · Tax 8.875% ($43.13)
Subtotal$2,886.00
Invoice discount−$50.00
Sales tax$256.13
Adjustment-$0.13
Invoice total$3,092.00
Amount received−$500.00
Balance due$2,592.00
Terms: Net 30. Pay using your agreed payment method. Include INV-2041 as the payment reference.
Fictional example. The 8.875% tax rate illustrates the calculation only.
Use the same details in Bokeping
Go to Sales & Receivables → Invoices → New Invoice. Select the customer, check Invoice No., Invoice Date, Due Date, Payment terms, and Reference No., then enter the line items. Customer message and terms appear on the customer document; keep team-only notes in Memo.
Follow the create-and-send walkthroughFAQs
Invoice template questions
Yes. Download the Excel, Word, and PDF files without signing up. Replace the business and customer details before using them.
Yes. It calculates amounts after percentage line discounts, rounds tax to USD cents per line, applies a fixed invoice discount and signed adjustment, and subtracts payments received. Edit the amber cells and keep the formula cells.
These templates use USD and prices that exclude tax. Enter the applicable tax percentage for each line, including 0% when appropriate. The sample 8.875% rate is illustrative. For inclusive tax, foreign currency, credit notes, or write-offs, use the corresponding workflow in Bokeping.
These files are standalone invoice documents. To import sales invoices, use the separate CSV format and invoice-import guide in the Help Center. You can also enter the same customer, invoice dates, line items, and terms in a new Bokeping invoice.
In Excel, select the Invoice sheet and use print preview; its print area excludes the instructions and calculation helpers. In Word, check the manually entered totals and export a PDF. Review the invoice number, customer, due date, tax, and payment instructions before sending.
What goes wrong
Three mistakes that delay payment
It arrived late
Send the invoice at the agreed milestone or when the work is delivered. Check that the invoice date, payment terms, and due date describe the same agreement.
It went to the wrong person
Confirm who handles payment and use the correct accounts payable address. Include any purchase-order number the customer asks for.
It made the customer work
Review the descriptions, quantities, tax, totals, and payment instructions before sending. A complete document gives the customer the information needed to review and pay it.
Keep invoices connected to your books
Create invoices, preview the customer document, and record payments in Bokeping. Add online payment options when a payment provider is configured.
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