Invoice template you can fill in online
Reviewed in November 2026
An invoice tells a customer what they owe, for what and by which date. Type yours on the sheet below and download it as PDF or as an image for WhatsApp. The Word file and an Excel file with live formulas are under the template.
Invoice
Your file never leaves your device.
What it includes
- Your business name, address and contact details
- Tax ID, if any
- Invoice number
- Issue date
- Due date
- Bill to: customer name, address and tax ID
- Lines: description, quantity, unit price, amount
- Subtotal
- Tax name, rate and amount
- Total due
- Payment instructions
- Notes and terms
Invoice: full text
INVOICE
[Your business name]
[Address] · [Phone] · [Email]
[Tax ID, if any]
Invoice no.: [INV-2026-0001]
Issue date: [6 November 2026]
Due date: [21 November 2026]
Bill to:
[Customer name or company]
[Customer address]
[Customer tax ID, if any]
Description Qty Unit price Amount
[Website design, 5 pages] [1] [1,200.00] [1,200.00]
[Hosting setup] [1] [150.00] [150.00]
[Extra content pages] [4] [75.00] [300.00]
Subtotal [1,650.00]
[Sales tax 8%] [132.00]
TOTAL DUE [USD 1,782.00]
Payment instructions
[Bank name] · Account [number] · [Routing / IFSC / sort code]
[UPI ID / mobile money number / payment link]
Notes and terms
Payment is due within [15] days of the issue date.
Please quote the invoice number with your payment.
Thank you for your business.What goes in each part of an invoice
| Part | What it says | Example |
|---|---|---|
| Title | The word Invoice at the top | INVOICE |
| Your details | Business name, address, phone and tax ID if you have one | Bright Studio LLC, 14 Elm St |
| Invoice number | A running number that never repeats | INV-2026-0042 |
| Issue date | The day you send the invoice | 6 November 2026 |
| Due date | The last day to pay | 21 November 2026 |
| Bill to | The customer name and address as they want it written | Northwind Traders |
| Lines | Description, quantity, unit price and amount | Logo design · 1 · 450.00 |
| Tax | The tax name, the rate and the amount | Sales tax 8% · 132.00 |
| Total due | Subtotal plus tax, with the currency | USD 1,782.00 |
| Payment instructions | Where and how to pay | Bank transfer, UPI ID or payment link |
| Notes and terms | Late fee, thank-you line or delivery note | Pay within 15 days |
The generator above fills three of these for you. The number goes up by one after each download. The due date follows the days you type. The amounts and the total add themselves.
An invoice worked out with numbers
A web designer finishes a five-page site for a hardware shop. She bills on 6 November with 15 days to pay. Her state charges 8% sales tax on this work.
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Website design, 5 pages | 1 | 1,200.00 | 1,200.00 |
| Hosting setup | 1 | 150.00 | 150.00 |
| Extra content pages | 4 | 75.00 | 300.00 |
| Subtotal | 1,650.00 | ||
| Sales tax 8% | 132.00 | ||
| Total due | USD 1,782.00 |
The due date lands on 21 November. The next invoice she sends starts at INV-2026-0043. If the shop pays half now, a receipt confirms the USD 891.00 and the balance stays open.
Creating invoices in Excel
The Excel file works on its own with no macros. Type the quantity and the unit price on each line. The amount column multiplies them for you.
- Subtotal adds every line amount.
- Tax rate sits in one cell. Change it once and the tax updates.
- Total due adds the subtotal and the tax.
- Due date adds the payment days to the issue date.
Save one copy per invoice with the number in the file name. A folder of files named INV-2026-0042, INV-2026-0043 and so on works as a simple invoice register.
Invoice number format
Pick one format and keep it for the whole year. The number must be unique so a payment always points to one invoice.
| Format | Example | Good for |
|---|---|---|
| Plain running number | 0042 | A small business with few invoices |
| Prefix and year | INV-2026-0042 | Starting a fresh series each year |
| Customer code | NWT-0007 | Several invoices per customer each month |
| Branch or shop code | SHOP2-0118 | Two counters billing at the same time |
Never reuse a cancelled number. Mark the invoice as cancelled and keep it in the series.
Same template for a shop, a company or a freelancer
Most invoice types change only a few lines. The layout stays the same.
| Invoice type | What changes |
|---|---|
| Shop invoice | Many short lines with item codes and quantities |
| Company or business invoice | Registered name, tax ID and purchase order number |
| Customer invoice | Customer account number under Bill to |
| Payment invoice | Deposit already paid shown as a minus line |
| Manual invoice | Printed blank and filled in by hand, same fields |
| Computer invoice | Typed and saved as PDF, no signature line needed |
When the document itself changes, a separate template fits better. Indian businesses use the bill format and the GST invoice format. Landlords use the rent invoice template.
When to send an invoice
- Right after you deliver goods or finish a job.
- At the start or end of each month for retainers and rent.
- At each stage of a project billed in parts.
- When a customer asks for one to approve the payment internally.
Send it the same day. An invoice sent two weeks late gets paid two weeks late.
Common invoice mistakes
- No due date. «Pay on receipt» is vague. A date gets paid first.
- A wrong customer name. Large buyers return invoices that do not match their records.
- Vague lines. «Services» invites questions. «Logo design, 3 revisions» does not.
- Missing payment details. The customer should not have to ask for your account number.
- Tax added to the wrong base. Tax goes on the subtotal after discounts.
- Editing a sent invoice. Issue a credit note or a new invoice instead.
Let the reminders go out on their own
An invoice only starts the clock. Makatea sends the WhatsApp reminder a few days before the due date and again after it.
When the customer pays, Makatea records the payment and the balance updates. Your list of who owes what stays current without a spreadsheet.
Start with your customer list in Excel. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
Is this invoice template free?
Yes. Fill it in, download it and use it as often as you like. No account is needed.
Can I make an invoice in Excel?
Yes. Download the Excel file. Line amounts, tax and the total calculate as you type.
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt confirms the payment arrived. Send the invoice first and the receipt once you are paid.
Does an invoice need a signature?
No. A typed or computer invoice is valid without one in most countries. Some buyers still ask for a signed copy.
Can I send the invoice on WhatsApp?
Yes. Download the image for WhatsApp and send it in the chat with the customer. The PDF works for email.
Which currencies does the generator support?
14. The list runs from USD and INR to GBP, EUR, ZAR, KES and PHP.
Is this a government e-invoice?
No. GST e-invoices with an IRN and other government e-invoices come from the tax portal. This template is for your own billing and collections.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
14 days free · No card
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