If you are a freelancer working for several companies or a company planning to extend a credit line to their customers, you need an invoice. Creating a custom invoice in Excel is not difficult. You are ready to submit your invoice and receive payments in no time.
Using an Invoice Template
Creating a simple invoice in Excel is relatively simple. Create some tables, set some rules, add some information and you're good to go. Alternatively, there are many sites out there that provide free invoice templates created by actual auditors. You can use these instead, or even download one that will be used as inspiration for when you make your own.
Excel also provides its own library of invoice templates you can use. To access these templates, open Excel and click on the "File" tab.
Select "New" and enter "Invoice" in the search field.
Press Enter and a collection of invoice templates is displayed.
Browse through the available templates to find one you like.
Create a simple invoice in Excel from the beginning
To make a simple invoice in Excel, we first need to understand what information is required. To keep it simple, we create an invoice with only the information required to get paid. Here's what we need:
- Seller information
- Phone number
- Buyer information
- Invoicing date
- Invoice number
- Item description (of the service or product sold)
- Product price (by individual product or service)
- Total amount
- Payment method
Let's get started.
First, open a blank Excel sheet. The first thing we will want to do is get rid of the lines, which gives us a clean excel sheet to work with. To do so, switch to the "View" tab and deselect "Gridlines" in the "Show" Section.
Now let's resize some columns and rows. This gives us extra space for some of the longer information as object descriptions. To resize a row or column, click and drag.
By default, the rows are set to a height of 20 pixels and the columns are set to a width of 64 pixels. Here's how we recommend setting up your rows and columns to get an optimized setting.
- Column A: 385 pixels
- Column B: 175 pixels
- Column C: 125 pixels  Row 1 will have your name and the word "Invoice". We want the information immediately apparent to the recipient, so we give a little extra space to increase the font size of this information to ensure that it grabs the recipient's attention.
Column A contains the majority of important (and potentially long) data in the invoice. This includes information about buyers and sellers, item description and payment method. Column B contains the specific dates for the listed items, so it does not require as much space. Finally, column C will contain the invoice number, invoice date, individual price for each item specified and the total amount to be paid.
Continue to adjust your rows and cells to the suggested specifications, and let's start by studying our information!
In column A, line 1, continue and enter your name. Give it a larger font size (around 18pt font) and press the text so that it stands out.
In column B, line 1, type "Invoice" to make it clear immediately what the document is. We recommend a 28pt font with all caps. Specify the fact that you want a lighter color if you want.
In column A, lines 4, 5 and 6 we will enter our address and phone number
 In column B, lines 4 and 5, type "DATE:" and "FACT:" in bold and direct the text to the right. Column C lines 4 and 5 are where you should enter the actual date and invoice number.
Finally for the last part of the basic information, we will enter the text "Bill To:" (in bold) in column A, line 8. Below in rows 9, 10 and 11 we will enter the recipient information.
Now we have to make a table to list our items, dates of fulfillment and specific amounts. Here's how to set it up:
First, we merge columns A and B in line 14. This will serve as the headline for our listed objects (column A, lines 15-30) and our fulfillment dates (column B, rows 15-30). Once you have merged column A and B in line 14, give the cell a limit. You can do this by going to the "Font" section of the "Home" tab, selecting the border icon and selecting the desired border type. Currently, we use "All Borders".
Do the same for cell C14. Be sure to shadow your cells if you want. We will make a light gray. To fill your cells with one color, select the cells, select the arrow next to the "Fill Color" icon in the "Font" section of the "Home" tab and select your color from the drop-down menu.
In the first selected cell, type "DESCRIPTION" and adjust the text in the middle. For C14, type "AMOUNT" with center alignment. Bold the text for both. Now you have your table head.
We want to make sure that we have a table that is large enough to list all our objects. In this example, we use sixteen lines. Give or take as many as you need.
Go to the bottom where your table will be and give the first two cells in the row a bottom border.
Now mark cells C15-29 and give them all left and right limits.
Now select cell C30 and give it left, right and lower limit. Finally, we add a "Sum Sum" department to our table. Select cell C31 and give it boundaries around the entire cell. You can also give it a shade of color so that it stands out. Be sure to label it with "TOTAL" in the cell next to it.
It fills the frame on our table. Now let's set some rules and add a formula to unpack it.
We know that our compliance dates will be in column B, lines 15-30. Continue and select the cells. When everyone is selected, click on the "Format number" box in the "Number" section of the "Home" tab.
The drop-down menu appears. Select the "Short date" option. Now if you enter a number as 12/26 in any of these cells, it will automatically be formatted to the short date version.
Similarly, if you select cells C15-30, where the item will go and select the "Currency" option and enter an amount in these cells. It will be formatted to reflect that amount.
To automatically add all individual amounts and get it reflected in the "Sum" cell we created, select the cell (C31 in this example) and enter the following formula:  = SUM (C15: C30)
If you now enter (or delete) a number in the individual amount of cells, it will automatically reflect in the sum cell.
This will make things more efficient for you in the long run.
Continue, enter the text "Payment method:" In A34.
The information you add next to it is between you and the recipient. The most common forms of payment are cash, check and wire. Sometimes you may be asked to accept an order. Some companies also prefer to make a direct deposit or use PayPal.
Now for final praise, don't forget to thank your customer or customer!
Start sending out your invoice and collect your salary!