WorkbamiSales & purchasing
Free invoice template, filled example and how to write one
An invoice is the document you send after the work is done or the goods are delivered, telling your customer exactly how much to pay, by when and where. A clear invoice gets paid in the next payment run; an unclear one sits in someone's inbox while accounts payable emails you questions.
On this page you will find a free invoice template for Excel and Word, a field-by-field guide, a filled example, a step-by-step routine you can follow every month, notes for the UK and US, and the mistakes that most often delay payment.
What is an invoice?
An invoice is a request for payment for goods or services that have already been supplied. It records who sold what to whom, on which date, at what price, and the payment terms that apply. For the seller it is the basis of accounts receivable; for the buyer it is the document their finance team matches against the purchase order and delivery before releasing the money.
An invoice is different from a quote, which proposes a price before the work, and from a receipt, which confirms that payment has been received. If you are registered for VAT or a similar tax, your invoice usually also has to meet the legal content rules for a tax invoice, so the customer can reclaim the tax.
When do you send an invoice?
- When a project, delivery or milestone is complete
- Every month for retainers, subscriptions, rent or maintenance
- When a deposit or progress payment is due under the contract
- When a customer's finance team asks for an invoice before paying
- When you need a record of income for your own bookkeeping and tax return
Invoice template: what to put in each field
The downloadable files contain these fields in this order. Keep the amount due, due date and payment details easy to find at a glance.
Invoice details
| Field | What to write | Example |
|---|---|---|
| Invoice number | A unique, sequential number. Never reuse or skip numbers. | INV-2026-041 |
| Invoice date and due date | The issue date and a specific due date, not just 'net 30'. | 2 Nov 2026 / due 2 Dec 2026 |
| Seller | Your business name, address, email and tax or VAT number if registered. | Northlight Studio LLC, 18 Pine St, Portland OR |
| Bill to | The customer's legal name, address and the contact or PO number they gave you. | Harbor Coffee Co., Accounts Payable, PO 5521 |
Line items
| Field | What to write | Example |
|---|---|---|
| Item | What you supplied and the period or deliverable, so the buyer can match it. | Brand identity design, final files |
| Quantity and unit price | Units, hours or months and the price per unit before tax. | 6 hours × $75 |
| Amount | Quantity × unit price for each line, then a subtotal. | $450.00 |
Payment
| Field | What to write | Example |
|---|---|---|
| Tax and total due | Sales tax or VAT if it applies, then the total the customer must pay. | Subtotal $3,390.00, tax $0.00, total $3,390.00 |
| Payment details | Bank transfer details or a payment link, and the reference to quote. | ACH: Bank of Oregon, routing 000000000, ref INV-2026-041 |
| Terms and notes | Payment terms, late-fee policy if agreed, and a thank-you line. | Net 30. 1.5% monthly late fee as per contract. |
Invoice example
A small design studio invoices a café chain for a brand project. Each line can be matched to the original quote, and the payment details sit right under the total.
| Invoice number | INV-2026-041 |
|---|---|
| Bill to | Harbor Coffee Co. (PO 5521) |
| Due date | 2 December 2026 (net 30) |
| Total due | $3,390.00 (no sales tax on these design services) |
Billed items
| Item | Detail | Qty | Unit price (USD) | Amount |
|---|---|---|---|---|
| Brand identity design | Logo, colors, type, final files | 1 | 2,400 | $2,400.00 |
| Social media templates | Editable post and story templates | 12 | 45 | $540.00 |
| Extra revisions | Hours beyond the two included rounds | 6 | 75 | $450.00 |
| Total due | $3,390.00 |
2,400 + 540 + 450 = $3,390.00. If sales tax or VAT applied, you would add it as a separate line under the subtotal, for example UK VAT at 20% on a £1,000 subtotal adds £200.
Free download
Free, no sign-up. Opens in Excel, Google Sheets, Numbers, Word, Google Docs and LibreOffice.
Open the downloaded file in Nobami, our web office, to edit it right away.
How to write an invoice in 6 steps
- Start from the quote, PO or contract. Copy the agreed prices, quantities and the customer's PO number so their system can match the invoice automatically.
- Give it the next invoice number and a due date. Use your sequence without gaps and write the actual due date next to the terms.
- Fill in both parties' details. Use the customer's legal name and billing address, not just the contact person who hired you.
- List each line with quantity, unit price and amount. Describe what was delivered and when, then recheck the subtotal, tax and total.
- Add payment details and terms. Bank details or a payment link, the reference to quote, and any late-fee terms agreed in the contract.
- Send as PDF and follow up on the due date. Save a copy in your records, then check payment the day after the due date and send a polite reminder quoting the invoice number.
UK and US notes: VAT invoices, sales tax and late payment
UK: if you are VAT-registered, a full VAT invoice must show a unique sequential number, the invoice date and time of supply, your name, address and VAT number, the customer's name and address, a description of the goods or services, and for each item the quantity, unit price excluding VAT and VAT rate, plus the total excluding VAT and the total VAT. If you are not VAT-registered, do not charge or show VAT.
UK businesses can claim statutory interest on late payments from other businesses under the Late Payment of Commercial Debts (Interest) Act 1998, unless the contract sets other terms. Keep your invoices and VAT records for the period HMRC requires.
US: there is no federal invoice format. Sales tax is set by each state and often by city or county, and many services are not taxable, so check the rules where your customer receives the goods or services. Payment terms such as net 30 are a contractual agreement, so state them in your contract and repeat them on the invoice.
Sources
- GOV.UK: Invoicing and taking payment from customers (checked November 2, 2026)
- GOV.UK: Late commercial payments: charging interest (checked November 2, 2026)
General information, not tax or legal advice. Invoice and tax rules differ by country and state; check with your accountant or tax authority.
Common invoice mistakes
- Missing or duplicate invoice numbers, which breaks your records and confuses the customer
- Writing 'net 30' without an actual due date
- Leaving out the customer's PO number, so the invoice cannot be matched and sits unpaid
- Charging VAT or sales tax when you are not registered, or forgetting it when you are
- Line items so vague that the buyer has to ask what they are paying for
- Sending an editable file instead of a PDF
Invoice template FAQ
What is the difference between an invoice, a quote and a receipt?
A quote proposes a price before work starts, an invoice requests payment after the goods or services are supplied, and a receipt confirms that payment has been received.
What must an invoice include?
At minimum: a unique invoice number, invoice date, your business details, the customer's details, a description of what was supplied, quantities and prices, the total due, the due date and how to pay. VAT-registered businesses must add the VAT details their tax authority requires.
Can I make an invoice in Excel or Word?
Yes. The Excel template calculates line amounts and totals for you; the Word template is easier to brand. Both open in Google Sheets and Google Docs. Send the final invoice as a PDF.
What does net 30 mean?
Payment is due 30 days after the invoice date. Always write the actual due date as well, because customers may count from a different date.
How do I number invoices?
Use one continuous sequence, for example INV-2026-001, INV-2026-002. If you cancel an invoice, issue a credit note rather than deleting the number.