The ability to automatically calculate totals and create invoices is essential to most businesses. Professional invoices help businesses get paid for their goods or services and keep track of financial transactions.

However, creating a professional invoice from scratch can be time-consuming and confusing, especially for individuals who are not familiar with accounting terms and practices. You could use Microsoft Word or a Google Docs invoice template, but this may not reduce your learning curve. Overall, free professional invoice templates can save you lots of time and effort.

Free Invoice Templates

Benefits of Using an Invoice Template

Using an invoice template offers numerous benefits for businesses of all sizes. Let’s consider some of the key advantages of using an invoice template.

  • Saves time and effort. Creating an invoice from scratch every time can be time-consuming and can take away valuable time that could be spent on other tasks. With an invoice template, you can simply fill in the necessary information, such as the client’s name, products or services provided, and payment terms, saving you time and effort.
  • Ensures consistency. By using free invoice templates, you can ensure that all of your invoices have the same layout, a file format used, and information. This helps you maintain consistency in your invoicing process, making it easier to keep track of your financial transactions and stay organized.
  • Reduces errors. Manually creating invoice templates increase the risk of errors, such as typos, incorrect calculations, or missing information. With an Excel invoice template, you can reduce the risk of errors and ensure that all necessary information is included.
  • Improves professionalism. A well-designed invoice template can improve the professionalism of your business. It sends a message to your clients that you are organized and takes your invoicing process seriously.
  • Encourages prompt payment. Using a professional-looking invoice template can also encourage prompt payment from your clients. A clear and concise professional invoice template that clearly outlines the payment terms and the due date can help reduce confusion and encourage your clients to pay on time.
  • Streamlines financial record-keeping. By using an invoice template, you can easily keep track of your financial transactions and maintain accurate records. This can help you prepare financial statements and reports, track income and expenses, and file taxes more easily.

Overall, using an Excel invoice template can help you save time, reduce errors, improve professionalism, and streamline your customer invoicing process. It can also help you create and maintain accurate financial records and improve your cash flow, making it an essential tool for any business.

Features of an Invoice Template

  1. Company Information. An invoice template should contain your company’s own logo, name, address, phone number, email, and website address. This information should be included on every invoice to ensure that your clients know who they are paying.
  2. Client Information. The template should also include the client’s name, address, phone number, and email. This information is essential as it enables you to track payments and follow up on late payments.
  3. Invoice Number. Each invoice should have a unique number to help you track it and reference it in the future. This will make it easier to keep track of all your invoices and payments.
  4. Date. The invoice date is essential as it shows when the invoice was issued. It is also important to keep time tracking to ensure that you receive payment on time.
  5. Description. The description should include details of the products or professional services provided, the quantity, unit price, and the total amount of money due. This will help your clients understand what they are paying for and avoid confusion.
  6. Payment Terms. Payment terms specify when the payment is due, the accepted payment methods, and any late payment fees. This information is essential as it outlines the terms and conditions of the payment and helps prevent any misunderstandings.
  7. Tax Information. If applicable, the invoice should include the tax rate and amount charged. This is essential for customers of businesses that charge tax and helps customers and clients understand the total amount that they need to pay.
  8. Total Amount. The total amount due, including taxes and any discounts, should be indicated on the invoice. This information helps clients understand the total amount that they need to pay.

Blank Invoice Templates


How to Customize Your Invoice Template

Using an invoice template can save you time and effort while creating professional, accurate, and timely invoices for your business. It’s essential to choose the right free invoice template, that fits your small business needs and customize it accordingly. Here’s an in-depth look at how to use an invoice template:

  1. Choose the Right Template: The first step is to select an invoice template that suits your business needs. Look for templates that include all the necessary fields, such as the client’s name and contact information, product or service description, payment terms, and due date. Ensure that the template is easy to customize and fits your branding.
  2. Fill in the Necessary Information: Include the client’s name, contact information, and address. Provide a detailed description of the products or services provided, including the quantity, price, and any applicable taxes. Add the payment terms, including the due date, payment method, and any late payment fees.
  3. Add Your Branding: Customize the template with your logo, colors, and other branding elements. This can help reinforce your brand identity and give your invoice a professional look.
  4. Review and Edit: Before sending the invoice, double-check to ensure that all information is accurate and there are no errors. Make any necessary edits to ensure that the invoice is correct.
  5. Send the Invoice: Once you have reviewed and edited the invoice, send it to the client. Include a clear message outlining the payment terms and due date.
  6. Follow Up: Keep track of the invoice and follow up with the client if payment is not received by the due date. Consider sending reminders or offering payment plans to encourage prompt payment.

Using an invoice template can improve your professionalism with customers, save customers time, money, and effort, and help you to create professional invoices and manage your business finances much more effectively.

Choosing the Right Invoice Template

When choosing the right invoice template, there are several factors to consider. Here are some tips to help you choose the right invoice template formats for your business:

  1. Consider your industry. Some industries may require specific information on their invoices. For example, if you are in the construction industry, you may need to include details about the project, such as the location and type of work performed.
  2. Think about your branding. Your professional invoice template is a representation of your business’ logo and customer name, so it’s important to choose a template that reflects your business name and brand. Look for invoice templates that allow you easily edit them to add your own, colors, and other branding elements.
  3. Choose a user-friendly template. Your free invoice template should be easy to download, use and understand, both for you and your clients. Look for free invoice templates that are simple, clear, and easy to fill out.
  4. Consider your invoicing needs. Do you need to print and send invoices regularly? Do you have recurring invoices? Make sure that the template you choose to print can accommodate your invoicing needs.
  5. Look for customization options. While it’s important to have a consistent file format for your invoices and templates, you may also want the ability to customize templates and easily edit your invoices for certain elements, documents, or line items such as payment terms or late payment fees. Look for templates that allow for some level of customization.

By considering these factors, you can choose an invoice template that fits your customer and business needs and helps you create professional, accurate, and effective invoices.

Editable Invoice Templates

Creating an Invoice Template

  1. Choose a template. You can create free invoice templates for your own documents using software like Microsoft Word or Excel. There are also software programs designed specifically for invoicing templates.
  2. Customize the template. Add your company logo, name, address, and contact information. Customize the fields and layout to your blank invoice template to match your branding, logo, and requirements. You can also choose different font styles and colors to make your blank invoice template more visually appealing.
  3. Add invoice items. Enter the description, quantity, unit price, and total amount for each product or service provided. Make sure to include any applicable taxes, discounts, and payment terms.
  4. Review and test the template. Once you have added all the necessary information, review the pdf invoice template to ensure that all the payment details used are accurate and consistent. Test the first invoice template by creating a free sample pdf invoice template to ensure that it works as intended.
  5. Save and share the template. Save and upload the invoice template in a location where it is easily accessible, such as a cloud-based storage service or a shared network drive or computer. You can also share the template with your team members or accountant, so everyone has free access to the documents and the same standardized invoicing process.

Best Practices for Using an Invoice Template

  • Be consistent: Ensure that all your invoices have the same layout, format, and information. This will make it easier to keep track of your financial transactions and stay organized.
  • Use clear language: Use s concise language to avoid confusion and ensure that your clients understand the invoice details.
  • Include all information: Make sure that all information, such as invoice number, date, and payment terms, are included in the invoice.
  • Send invoices on time: Send the invoice as soon as possible after the products or services are provided. This will help you receive payment on time and avoid late payments.
  • Follow up on late payments: If a client has not paid on time, follow up with them to ensure that the payment is made. You can also consider adding late payment fees to your invoice to encourage prompt payment.
  • Keep accurate records: Keep accurate records of all your invoices and payments, including dates, amounts, and payment methods. This will help you stay organized and prepare accurate financial statements.


In conclusion, using an invoice template can save you time and effort while also ensuring that your invoicing process is consistent, professional, and organized. By following best practices for using an invoice template, you can streamline your invoicing process, improve your cash flow, and help your business thrive.

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TemplateLab April 26th, 2023
Rita Akekelwa
Rita Akekelwa