Free Invoice Template

How to use this invoice template

1. Pick the format that matches how you work. Word if you retype the details for each client, Excel if your invoices have several lines and you would rather not add them up, PDF if the invoice gets printed and handed over.
2. Replace everything in square brackets. That is your business name and address at the top, your client in the Bill To block, and the invoice number and dates.
3. Add one line per unit of work. Separate lines for distinct deliverables make an invoice far harder to argue with than a single lump sum.
4. Set your payment terms. Say the number of days, name the accepted payment method, and state any late fee before it applies rather than after.
5. Save a copy for your own records, then send it. The IRS expects you to keep records that support the income you report, and a sent invoice is the cleanest evidence you have.

What is on the template

Every version carries the same fields, because these are what a client's accounts payable team looks for before releasing money: a unique invoice number, an issue date and a due date, the full legal details of both parties, an itemised list with quantity and rate, a subtotal, space for a discount and tax, and a clearly separated total due. Miss one and the invoice usually does not get rejected — it just quietly sits in a queue while you wonder why nobody has paid.

The layout deliberately leaves room for two things people forget. There is a payment details block, because "how do I actually pay you" is the most common reason an approved invoice stalls. And there is a line for your EIN or SSN, which some clients need on file before they can set you up as a vendor. Neither has to be printed on every invoice, but having the space means you notice they exist.

There is no logo, no colour and no branding. That is intentional. An unbranded invoice is faster to adapt, prints cleanly in black and white, and does not look like it came from a template gallery.

Example

A freelance designer in Austin is billing a San Francisco software company for the first phase of a website redesign — a fixed-price discovery workshop plus hourly design work, with part of a retainer credited back.

Total due: $5,540.00 — payable within 30 days of the issue date.

These are the values already sitting in the Excel version when you download it, so you can see the formulas working before you replace them with your own. The subtotal of $5,840.00 is the fixed $1,200.00 workshop plus 32 hours at $145.00. The $300.00 retainer credit comes off before tax, leaving $5,540.00 due.

The tax rate is zero for a specific reason. Most US states do not levy sales tax on professional services like design or consulting, so a freelancer billing across state lines usually charges none. A handful do tax certain digital or creative work, and a few tax software development. Check your own state before assuming zero, and if you do owe it, enter the combined state and local rate rather than the state rate alone.

Limits and things to watch for

• The template does not track anything. It will not tell you which invoices are unpaid, will not remind you to follow up, and will not stop you from reusing an invoice number by accident. Keep a simple list somewhere, even a spreadsheet, or you will lose track around the tenth invoice.
• There is no sales tax logic beyond one flat rate. Mixed rates, reverse-charge VAT and line-level tax are out of scope. If you invoice across EU borders you will need to add reverse-charge wording yourself.
• The Word and PDF versions do no arithmetic. If you want the totals calculated, use the Excel version or the invoice generator.
• One page. If you routinely have more line items than fit, group related work into summary lines and attach the detail separately.

Disclaimer. These templates are business documents, not tax or legal advice. Sales tax treatment, invoice content requirements and late-fee limits vary by state and by country. Confirm your obligations with a qualified accountant.

Frequently asked questions

Which format should I use?

Word if you send a handful of invoices and prefer to type. Excel if your invoices have several lines and you want the totals calculated. PDF if the invoice is printed, handed over in person, or filled in by hand. If you would rather not deal with a file at all, the invoice generator builds the same layout in your browser and gives you a finished PDF.

Is there a watermark or a sign-up?

No. There is no watermark, no branding, no email wall and no limit on use. The files are free to download and free to modify.

Can I use these commercially?

Yes. Use them for your own business, edit them however you like, and send the results to clients. You do not need to credit this site.

Will the Word file open in Google Docs or Pages?

Yes. The .docx format opens in Google Docs, Apple Pages and LibreOffice as well as Microsoft Word. Table borders occasionally shift by a pixel between apps, but the layout holds.

What invoice number should I start at?

Anything, as long as it increases. Starting at 0001 and adding one each time is the simplest system that survives an audit. Avoid restarting numbering each year unless you also include the year, and never reuse a number — duplicate invoice numbers are one of the fastest ways to confuse a client's accounts payable system.

Related tools

• Invoice template for Word (.docx)
• Invoice template for Excel (.xlsx)
• Invoice template as a printable PDF
• Invoice generator (fill in and download a PDF)
• Estimate & quote generator
• Receipt generator
• Invoice late fee calculator
• Freelance hourly rate calculator
• Self-employment tax calculator

Guides

• How to write an invoice that gets paid on time
• Net 30 vs Net 15 vs due on receipt: which to use
• What to do when a client will not pay