Free invoice templates

Business owners don’t start a business to do paperwork and invoicing. We make it easier for you to make and send invoices to your clients. Pick a free invoice template from our collection or try Bookipi Invoice app to get started with invoicing. Leverage Bookipi’s software for invoices on web for more small business essentials, we’ve even upgrade our interface to get you set up quicker.

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Download free invoice templates for Word, Excel, Google Docs & Sheets

Discover a range of free templates for business invoices that you can download and use as you need. Every template comes in Word, Excel, Google Docs, Google Sheets and PDF, so you can work in whichever tool you already have open. Find an online invoice template that suits your job type and business needs below.

Prefer to skip the template and generate invoices automatically? Bookipi fills in your business and client details for you and calculates the totals.

Alternative to invoice templates

Fastest way to invoice with Bookipi – on our Web or Mobile app. Invoice the way you want with real-time synchronisation, draft it on the web app and send it from your smartphone.

Bookipi web dashboard with teal and purple accents, showing financial metrics, recent invoice activity, and left navigation.

Mobile app screen displaying an overdue invoice of $1,250.00 for Peter Parker (22 days overdue) with menu options.

Choose your invoice template format

All four formats produce the same invoice. The right one depends on how you work and whether you need the math done for you. A quick way to decide: if your invoice has quantities, hours or tax to work out, pick a spreadsheet. If it’s a flat fee, pick a document. If you want it accessible everywhere, pick Google. Send the finished invoice as a PDF either way.

Download free invoice templates by Job or Business Types

How to fill out an invoice template

Downloading the template is the easy part. Here’s how to turn it into an invoice you can send.

1. Set up your business details once. Add your business name, logo, address, phone, email and your tax or business registration number if you have one. Then save the file as your master copy and never edit it again — duplicate it for each new invoice. This single habit saves the most time and prevents the most errors.

2. Add your client’s details. Full business name, contact person, billing address and email. For business clients, ask whether they need a purchase order number on the invoice; plenty of larger companies won’t pay without one.

3. Give the invoice a number and dates. Use a unique number that follows on from your last one, then set the issue date and the payment due date. Write the due date as an actual date rather than “30 days” — it removes the ambiguity that delays payment.

4. List what you’re billing for. One line per item or service, each with a clear description, the quantity or hours, the unit price and the line total. Be specific: “Website homepage redesign — 12 hours” gets queried far less often than “Design work”.

5. Check the totals and tax. Add the subtotal, apply any discount, add tax at the correct rate, and confirm the final amount. In a spreadsheet template, check that your formulas still cover every row — deleting or inserting a line is the most common way a total quietly goes wrong.

6. Add payment terms and methods. Bank details, card link, accepted methods and what happens if payment is late. Put them somewhere obvious rather than in small print at the bottom.

7. Export to PDF and send. Save as PDF so the invoice can’t be altered, name the file something your client can find later (YourBusiness-INV-0042.pdf beats invoice-final-v2.pdf), and email it to the person who actually processes payments.

8. Keep a copy and track it. File every invoice you send and note when it was paid. Come tax time, you’ll need the records anyway.

For a longer walkthrough with examples, see our full guide on how to make an invoice.

Download free Special Purpose invoice templates

Invoice templates by file formats

Download and edit invoice templates for Microsoft Word

Microsoft Word is one of the best-known document creation software available. Often, this will be one of the only licences that a small business owner purchases. If this sounds like you, our Invoice templates for Word will suit you. Our Word invoice template is fully customizable and designed to look great to give you the best results possible!

Free invoice templates for Microsoft Excel

If you need to perform fee calculations for your invoice, our Invoice template for Microsoft Excel will work for you. The invoice template can be opened in an Excel spreadsheet where you can input the necessary values and calculate your totals as needed. Once again, you can customize it to your liking. The design is done for you, giving you the results that you need.

Fillable invoice templates for Google Docs

Many users are shifting towards cloud-based software for document creation. To replace Word, many are using Google Docs to create documents and invoices. If you’re one such business owner, you’ll like our invoice template for Google Docs. You can customise it to your liking and trust the design to deliver you great results.

Basic invoice templates for Google Sheets

If you are looking for a way to invoice that is both cloud-based and lets you calculate equations, you should check out our Invoice templates for Google Sheets. Like Microsoft Excel, the template will take care of the calculations for you but unlike Excel, it is stored in the cloud. You can customise the template as needed and feel good knowing you won’t have to worry about the design.

Printable invoice templates for PDF

PDF documents have become extremely popular over the last few as they can be viewed on any operating system. It would come as no surprise that they have become a popular choice for invoicing. Our Invoice template for PDF can help you to create professional looking invoices to send to your clients. You can modify it as needed but once you send it to your client, it is hard for them to make modifications.

How to make an invoice

An invoice is a key part of the payment process.

There are several ways organize your list of products and/or services. For large jobs, you may want to group products and/or services based on date of delivery. You can also group similar products and/or services under invoice categories.

By downloading our invoice templates, you can see what makes a good invoice. You can use our invoice templates to as a baseline for your business to make invoices.

Use Bookipi Invoice for the fastest way to make invoices and for easier organization. Save all your invoices, customers and items to use, edit and manage again for future invoices. You also can accept payments when you make invoices through the Bookipi invoicing app.

How to send an invoice

If you sell a service, you may send the invoice after the services are completed. Alternatively, if it is a large order, you might break up the payment and send multiple invoices.

You can send an invoice in a few different ways. You can email them a PDF or print the invoice for clients.

For seamless making and sending of invoices, use Bookipi Invoice Generator to send e-invoices to your clients.

Learn when to send invoices to clients with our simple tutorial for small businesses.

Why invoicing software is better than using invoice templates

If you’re ready to automate your invoicing even more, try Bookipi’s invoicing software for free. Invoice design is taken care of for you. Create invoices in under a minute with the easiest invoicing software. Enter your invoice items and clients into the app to add to your invoices with just one click.

All your invoices are saved and sorted in one spot. Bookipi’s all-in-one small business software takes care of sales documents from quoting & estimates, making business proposals, accepting online signatures and all the way through to geting paid. You can accept online credit card payments from clients direct from invoices.

Invoice template FAQs

Is there a legal requirement for what goes on an invoice?

It depends where you’re registered, and the rules are stricter than most small businesses expect.

Australia. If you’re registered for GST, you must give a customer a tax invoice within 28 days of them asking, unless the sale is $82.50 including GST or less. A valid tax invoice has to make seven things clear: that the document is intended as a tax invoice, your identity, your ABN, the issue date, a description of what was sold including quantity and price, the GST amount (or a statement that the total includes GST), and which items are taxable. Once the sale reaches $1,000 including GST, you also have to show the buyer’s identity or ABN. If you’re not registered for GST, you issue an ordinary invoice — don’t charge GST and don’t label the document a tax invoice.

United Kingdom. VAT-registered businesses must issue a full VAT invoice showing a unique sequential invoice number, your name, address and VAT registration number, the customer’s name and address, the invoice date and the tax point if it differs, a description of what was supplied, the unit price, quantity and VAT rate for each line, and the total VAT in sterling. Supplies of £250 or less including VAT can use a simplified invoice with fewer fields. Invoices generally need to be issued within 30 days of the tax point.

European Union. Member states follow the VAT Directive, which requires a sequential number, both parties’ VAT identification numbers on B2B supplies, and a VAT breakdown. National rules add local requirements on top, and several countries now mandate structured e-invoicing for some transactions.

United States. There’s no federal rule about what an invoice must contain. Sales tax obligations vary by state and by where your customer is, so the practical requirement is accurate tax treatment rather than a prescribed invoice format.

This is general information, not tax or legal advice. Check your own obligations with your revenue authority or an accountant.

How should I number my invoices?

Every invoice needs a unique number, and in most VAT jurisdictions the sequence has to be continuous with no gaps. HMRC treats gaps as something to ask about during an inspection.

A few rules that keep numbering out of trouble:

Never reuse a number, even for a cancelled invoice. Issue a credit note against it instead.
Never renumber retrospectively. If you’ve sent it, the number is fixed.
Be careful restarting each year. Resetting to 001 every January creates duplicate numbers across years unless the year is part of the number.
Keep it simple. Sequential numbers (0001, 0002) work fine. A dated format (2026-001) or a client prefix (ACME-001) helps if you want to find invoices at a glance, as long as the underlying sequence never breaks.
Don’t start at 1 if you’d rather not advertise that this is your first invoice. Starting at 100 is common and perfectly legitimate.

Manual numbering in a spreadsheet is where duplicates creep in, especially if you copy last month’s file. Bookipi assigns the next number automatically.

Do I need to show GST or VAT on my invoice?

Only if you’re registered for it. If you are, it’s not optional.

In Australia, GST registration is what triggers the tax invoice rules above. Charging GST when you aren’t registered is a problem in itself, so if you’re below the registration threshold, issue a plain invoice with no GST line.

In the UK, once you’re VAT-registered, every taxable supply needs a VAT invoice that shows your VAT number and the VAT shown separately. Your client can’t reclaim the VAT without it, which usually means a phone call and a reissued invoice.

If you sell across borders, the treatment changes again. Reverse charge for many B2B supplies into the EU, zero-rating for some exports, and destination-based rules for digital services. Get the treatment confirmed for your specific situation before you invoice, not after.

Can I send an invoice as a PDF?

Yes. Electronic invoices are valid in Australia and the UK provided they contain all the required information and the content can’t be altered after sending. PDF is the safest format for exactly that reason. A Word or Excel file can be edited by the recipient, which occasionally leads to disputes over what was agreed. In the US, laws like the federal E-SIGN Act and the state-level Uniform Electronic Transactions Act (UETA) give electronic records the same legal standing as paper documents.

Should I use a template or invoicing software?

Templates are the right choice when you invoice occasionally, bill flat fees, and don’t mind doing the admin yourself. They cost nothing and you already have the software to open them.

They start to hurt once you’re sending invoices weekly. You re-enter the same client details, recalculate totals by hand, track your own numbering, chase payments manually, and hunt through folders when a client queries something from four months ago. That’s the point where an invoice generator or full invoicing software saves more time than it costs.