Invoice Template for Google Sheets and Excel (Free, Auto-Calculating)

An invoice template for Google Sheets is a spreadsheet that works out line amounts, discount, tax, total and balance due for you, then calculates the due date from the invoice date and payment terms. To make one, enter your business details, add line items with quantity and unit price, and let formulas such as =E5+E6 and =SUM(D16:D27) do the arithmetic. The free template is below, ready to open in Google Sheets or Excel.

Want the fuller free version? It adds a customer dropdown that fills in the Bill To details, an Invoice Log with status, a How to Build sheet and a Google Sheets copy link. Get the Free Invoice Template in Excel and Google Sheets, free to download.

What this invoice template does and who it is for

This is a free invoice template built for freelancers, small-business owners and contractors who bill a handful of clients and do not want to pay for invoicing software. You type in what you sold, and the sheet calculates every amount, the due date and the balance.

It is one file that works as an invoice template in Excel and in Google Sheets. It has two sheets: How to use and Invoice. The Invoice sheet has 12 line-item rows, a discount, a tax rate, shipping, an amount-paid field and a status line that tells you whether the invoice is paid, due or overdue.

Yellow cells are the inputs. Everything else is a formula, so you change the yellow cells and leave the rest alone. The layout has no gridlines, which makes the printed or PDF version look clean.

The How to use sheet is a short guide inside the file itself. Read it once, then work on the Invoice sheet. You can delete nothing and still send a professional-looking invoice.

What the finished invoice contains

Before building anything, it helps to see where each piece sits. The table below lists the main blocks and their cells.

Block	Cells	What goes there
Business details	A4:A7	Your name, address and contact details (yellow inputs)
Invoice number	E4	Sample: INV-0001
Invoice date	E5	Sample: 04-Nov-2026
Payment terms (days)	E6	Sample: 30
Due date	E7	Formula: =E5+E6
Bill To	A10:A13	Your client’s details
Line items	A16:D27	12 lines under the header row 15
Totals	D28:D36	Subtotal through balance due
Payment details	A31:A32	How the client should pay you
Status line	A36	PAID, due or overdue

How to open it in Google Sheets or Excel

In Excel, open the file as normal. In Google Sheets, go to Google Drive, choose New, then File upload, and open the uploaded file with Google Sheets. If you are already inside Sheets, use File > Import instead.

Once it is open, make a copy of the file before you start typing. Keep the clean original so you can start a fresh invoice any time.

How to make an invoice in Google Sheets: step by step

You can download the template and skip the build, or follow these steps to see how each part works and to make your own version from a blank sheet.

Step 1: Add your business details

Type your business name, address and contact details into A4:A7. These are yellow input cells, so they are the only place you need to edit your own information. Put the business name first, then the address lines, then an email or phone number.

Step 2: Set the invoice number, date and terms

Use E4 for the invoice number (the sample is INV-0001), E5 for the invoice date (04-Nov-2026) and E6 for payment terms in days (30). Increase the number by hand for each new invoice. A consistent numbering pattern makes invoices easy to find later.

Step 3: Use the invoice due date formula

In E7 enter =E5+E6. Spreadsheets store dates as numbers, so adding days to a date gives a new date. With the sample figures, 04-Nov-2026 plus 30 days gives 04-Dec-2026. This is the whole invoice due date formula, and it updates when you change the terms.

If the result shows as a number such as 46360 instead of a date, format E7 as a date. The value is right, only the display is wrong.

Step 4: Fill in the Bill To block

Enter your client’s name and address in A10:A13. Use the name of the person or company that will pay the invoice, since that is who their accounts team will look for.

Step 5: Create the line items

Row 15 holds the headers: Description, Quantity, Unit price and Amount. Rows 16 to 27 give you 12 lines. In D16 enter:

=IF(OR(B16="",C16=""),"",B16*C16)

The IF(OR(...)) wrapper keeps the amount blank until both quantity and unit price are filled in, so empty rows do not show zeros. Copy the formula down to D27.

Each line then needs only three entries: a description in column A, a quantity in column B and a unit price in column C. Column D fills itself.

Step 6: Build the totals block

The totals sit in column D, rows 28 to 36:

1. D28 subtotal: =SUM(D16:D27)
2. D29 discount percentage (input)
3. D30 discount amount: =D29*D28
4. D31 tax rate (input)
5. D32 tax: =(D28-D30)*D31
6. D33 shipping (input)
7. D34 TOTAL: =D28-D30+D32+D33
8. D35 amount paid (input)
9. D36 BALANCE DUE: =D34-D35

Tax is calculated after the discount, because the formula in D32 subtracts D30 from the subtotal first. Check which approach applies to your sales with your accountant or tax authority, since the rules vary by country and state. This page is about the spreadsheet mechanics, not tax advice.

Step 7: Add the status line

In A36 enter:

=IF(D36<=0,"Status: PAID",IF(TODAY()>E7,"Status: OVERDUE by "&(TODAY()-E7)&" days","Status: due "&TEXT(E7,"dd-mmm-yyyy")))

If the balance is zero or less, it reads PAID. If today is past the due date, it shows how many days overdue and turns red. Otherwise it shows the due date. The red color comes from conditional formatting on that cell.

Step 8: Add payment details and set the print area

Put your bank or payment instructions in A31:A32. The print area is A1:E36, so only the invoice prints and the extra sheet and any notes outside that range stay out of the PDF.

Worked example with the sample figures

The template comes filled in so you can see the logic. Here are the four sample lines:

Description	Quantity	Unit price	Amount
Website design (fixed fee)	1	1,800	1,800.00
Copywriting, per page	6	120	720.00
Hosting setup	1	150	150.00
Monthly maintenance	3	90	270.00

The subtotal in D28 is 2,940.00. With 0% discount and 0% tax, and no shipping, the TOTAL in D34 is also 2,940.00. With nothing paid in D35, the BALANCE DUE in D36 is 2,940.00.

The invoice date is 04-Nov-2026 with 30-day terms, so the due date is 04-Dec-2026. Until that date the status line reads “Status: due 04-Dec-2026”. Enter 2,940 in D35 and it switches to “Status: PAID”.

To see the totals react, type a value in the discount and tax inputs. The discount in D30 is the percentage in D29 multiplied by the subtotal in D28. Tax in D32 is then applied to the subtotal minus that discount, and the TOTAL in D34 adds tax and shipping back on.

You can also test the overdue state. If you change the invoice date in E5 to a date well in the past, the due date moves with it and the status line turns red and counts the days late.

How to adapt the template

• Change the payment terms in E6 to 14, 45 or any number of days, and the due date in E7 follows.
• Enter the discount as a percentage in D29 and the tax rate in D31. Leave them at zero if they do not apply.
• Record part payments in D35 to see the remaining balance in D36.
• Save a copy of the file per client, or duplicate the Invoice sheet for each new invoice and change E4.
• Replace the sample descriptions in rows 16 to 19 with your own services, and use the remaining rows up to 27 for longer jobs.
• Use shipping in D33 for delivery or expenses you pass on, or leave it empty for service-only invoices.
• Type your payment instructions once in A31:A32 and keep them in your saved master copy, so you never retype them.

Common mistakes

• Typing over formulas. Only edit the yellow cells. Overwriting D34 or E7 breaks the automatic calculation.
• Entering the tax rate as a whole number. Type 8% or 0.08, not 8, otherwise D32 multiplies the taxable amount by 8.
• Leaving quantity or unit price blank. The amount stays empty by design, so a missing figure means a missing line total.
• Forgetting to update the invoice number. Change E4 each time so each invoice is unique.
• Printing the wrong range. The print area is A1:E36. If you add rows outside it, they will not appear on the PDF.
• Entering the date as text. If E5 is left-aligned and the due date shows an error, retype the date so the spreadsheet recognizes it.
• Forgetting to log payments. The status line only reads PAID when D35 covers the TOTAL, so enter the amount received.

Excel vs Google Sheets notes

Task	Excel	Google Sheets
Open the file	Open directly	Drive > New > File upload, or File > Import
Save as PDF to send	Save as or export to PDF	File > Download > PDF
Formulas	All work as written	All work as written

The formulas are the same in both, so the invoice template in Excel behaves the same as the Google Sheets version. The status line uses TODAY(), which recalculates each time you open the file, so the overdue count stays current.

One practical point: the status line reflects the day you open the file. If you export a PDF, it shows the status as of that moment, so export it on the day you send it.

Send it and keep going

Once the invoice is filled in, save it as a PDF and send that file, not the spreadsheet. Keep the spreadsheet copy so you can update the amount paid when the money arrives.

If you also work with loans or investments, you may find the mortgage calculator in Excel, the compound interest calculator, the NPV and IRR calculator and the DCF model template useful. They are educational tools, not financial advice. More files are on the free templates page, and the start here guide shows where to begin.

If you want a more polished layout, the Professional Invoice Template in Google Sheets is an option. For now, download the free file, replace the sample lines with your own work and send your first invoice today.

Education only. Not financial, tax or investment advice.