How to Invoice in Excel

This wikiHow teaches you how to invoice your business using Microsoft Excel on Windows and Mac computers. You can create invoices manually or choose a pre-made template.

Table of Contents

Using templates on Windows

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Open Microsoft Excel. The program has a green icon with a white “X” above it. The Microsoft Excel home page opens.

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Find invoice templates. Type invoice in the search bar at the top of the page, then press ↵ Enter to find the invoice template.

To find samples, the computer must be connected to the Internet.

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Sampling. Click the template you want to use to open it in a new window.

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Click the Create button to the right of the template preview. The template opens in Microsoft Excel.

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Edit the template to suit your needs. For example, most templates have a “Company” section available at the top of the page; Please replace this title with your company name.

To edit text on an Excel document, double-click the text item and then delete or replace it with something else.

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Fill in the invoice. Enter any information requested in the invoice form to ensure that the final total matches the actual number.

For example, some payment templates will ask you to enter hourly or fixed rates.
Most payment models use a formula to multiply hourly wages by the number of hours worked and display the result in the “Final Total” box.

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Save invoice. Click the File tab at the top left of the page, select Save As , double-click the save location, enter the invoice name, and then click Save . Your custom invoice will be saved to the selected location and ready to be sent.

Use templates on Mac

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Open Microsoft Excel. The program has a green icon with a white “X” above it. The Microsoft Excel home page opens.

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Click the File menu item at the top left of the page. A menu will drop down directly below.

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Click New from Template . This option is in the File drop-down menu. A new page with template options will open.

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Find invoice templates. Type invoice in the search bar in the upper-right corner of the page, then press ⏎ Return .

To find samples, the computer must be connected to the Internet.

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Sampling. Click on the template to open a window showing the preview template.

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Click the Open button located on the preview window. The invoice template will be opened as a new document.

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Edit the template to suit your needs. For example, most templates have a “Company” section at the top of the page; Please replace this title with your company name.

To edit text on an Excel document, double-click the text item and then delete or replace it with something else.

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Fill in the invoice. Enter any information requested in the invoice form to ensure that the final total matches the actual number.

For example, some payment templates will ask you to enter hourly or fixed rates.
Most payment templates use a formula to multiply the hourly rate by the number of hours worked and display the result in the “Final Total” box.

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Save invoice. Click the File tab at the top left of the page, select Save As , double-click the save location, enter the invoice name, and then click Save . Your custom invoice will be saved to the selected location and ready to be sent.

Create Invoices Manually

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Open Microsoft Excel. The program has a green icon with a white “X” above it. The Microsoft Excel home page opens.

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Click Blank Workbook . This option is in the upper left of the Excel home page. A blank sheet will open.

On Mac, skip this step if Excel opens a blank document.

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Create invoice headers. The title must include the following information:

Company Name – The name of the company issuing the invoice.
Description word – The word “Invoice” or a description of the invoice type, such as “Price Quote” if you’re quoting a client’s services for your company instead of invoicing them .
Date – The date you invoiced.
Number – Invoice number. You can use a global numbering system with all customers, or number each customer individually. If you choose to number with each customer, you can include the guest name or number in the invoice number, such as “Westwood1.”

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Enter the sender and recipient addresses. This information will show up near the top of the invoice, with your information above and the customer below.

Sender contact information includes your name, company address, phone number and email address.
Customer information includes company name, payer account name and customer address. You can also include customer phone numbers and email addresses.

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Enter billing information. You can set aside a column for a brief description of the product or service, a column for quantity, a column for unit price or price, and a total column for the quantity purchased.

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Displays the total bill amount. This metric can be calculated using the Excel SUM function and placed below the column for each expense.

For example, if cell B3 has 130,000 products and B4 has 270,000, you can enter the formula =SUM(B3,B4) in cell B5 , the result 400,000 will appear in this cell.
If you have hourly wages (eg 30,000) in cell B3 and hours (eg 3) in cell B4 , you can enter =SUM(B3*B4) in cell B5 .

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Include payment terms. This may appear above or below your billing information. Common payment terms include: “Due upon receipt”, “Due within 14 days”, “Due within 30 days” or “Due within 60 days”.

Below the invoice, you can also include a note mentioning an accepted payment method, an overview, or a thank you to the customer for shopping with you.

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Save invoice. Use a name that distinguishes this invoice from other documents you need to send to your customers if necessary. To save an invoice:

On Windows – Click File at the top left of the page, select Save As , double click where to save it, enter the invoice name and click Save .
On Mac – Click the File menu item, choose Save As , enter a name for the invoice and click Save .

Advice

You can save invoices as a template for future use.

Warning

When invoicing, you need to provide as much detail as possible.

Steps

Using templates on Windows

Use templates on Mac

Create Invoices Manually

Advice

Warning

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