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For freelancers and small businesses

Free invoice templates

Download a free invoice template in Word, Excel, PDF, Google Docs or Google Sheets. Choose from a range of designs, each with space for your business details, line items, tax and payment terms. Looking for something built for your trade? Industry-specific templates are further down the page.

  • Free to download
  • Totals add up in Excel & Sheets
  • Word, Excel, PDF, Google Docs & Sheets

Formats

Choose your invoice template format

Every design comes in five formats. Pick the one that matches the software you already use.

Invoice template formats compared
FormatOpens inTotalsBest for
WWordMicrosoft Word (.docx)Type them inEditing wording and layout on a computer
XExcelMicrosoft Excel (.xlsx)Calculate automaticallySeveral line items, and totals you don't want to add up
PDFPDFAny PDF readerShown with sample detailsSeeing the finished layout before you choose
DGoogle DocsA copy in your Google accountType them inEditing in a browser and sharing a link
SGoogle SheetsA copy in your Google accountCalculate automaticallyA free spreadsheet in your browser

What to include

What to include on an invoice

An invoice needs to tell your client what they're paying for, how much they owe, when it's due and how to pay. Leave one of those out and payment usually waits while you answer questions.

Put these on every invoice:

  • Your details: business name, address, email or phone, and your tax or business registration number if you have one (add it under your address)
  • Your client's details: their name or business name and billing address
  • A unique invoice number, plus the invoice date and the due date
  • What you're charging for: one line per item or service, with quantity, price and line total
  • Subtotal, tax and total, and any amount already paid
  • How to pay: bank details or a payment link, and your payment terms

Some countries add their own rules, especially if you're registered for GST or VAT. The FAQs below link to the official guidance for the US, UK and Australia.

invoice-template.docx

Already on this template

Invoice details

  • Invoice #
  • Date
  • Due date

Line items

  • Item
  • Quantity
  • Price
  • Amount

Totals

  • Subtotal
  • Tax
  • Total
  • Paid
  • Amount Due

Notes

  • Payment instructions
  • Terms

Step by step

How to fill out an invoice template

  1. Download the design you like in the format you use, and save an untouched master copy.
  2. Add your business name, logo, address and contact details to the master, then duplicate it for each new invoice.
  3. Enter your client's name and billing address. If they use purchase order numbers, add theirs under the invoice details.
  4. Give the invoice the next number in your sequence, then add the invoice date and a due date.
  5. List each item or service on its own line with a quantity and price. In Excel and Google Sheets, amounts and totals update by themselves.
  6. Add tax if you charge it, record anything already paid and check the Amount Due.
  7. Fill in your payment instructions, save the invoice as a PDF and send it. Not sure about timing? Here's when to send invoices.

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

Bookipi Invoice

Should you use an invoice template or invoicing software?

A template is a good fit if you send a few invoices a month. Once you're billing the same clients every week, retyping their details and chasing late payments eats into time you'd rather spend on the work.

Bookipi's software for invoices saves your clients and items, so a new invoice takes a few clicks. Set up recurring invoices, let automatic reminders follow up on overdue ones and take credit card payments online. Work on the web or in the invoice app; everything syncs. Bookipi also handles the steps around the invoice, from quoting and ready-made estimate templates to making business proposals, online signatures and getting paid.

See how to create invoices with Bookipi, or, if you'd prefer to skip the template, generate an invoice online.

  • Recurring invoices

    Set up recurring invoices for repeat clients.

  • Automatic reminders

    Reminders go out for upcoming and overdue invoices.

  • Card and Tap to Pay

    Take card payments, powered by Stripe, or get paid in person with Tap to Pay.

Start for freeSee the invoice app

FAQs

Invoice template FAQs

Still unsure? Read our guide on how to make an invoice.

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

It depends on where you're based and whether you're registered for tax.

This is general information, not tax advice.

How should I number my invoices?

Give every invoice its own number and keep the sequence going: 0001, 0002 and so on. Never reuse a number, even for a canceled invoice; mark it void or issue a credit note against it instead. To find invoices faster, add the year or a client prefix, such as 2026-014 or ACME-014, as long as each number stays unique.

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

Only if you're registered for it.

  • Australia: the GST registration threshold is $75,000 annual turnover for most businesses ($150,000 for non-profits). Registered businesses issue tax invoices that show the GST.
  • UK: if you and your customer are both VAT registered, you must use VAT invoices.
  • US: there's no national GST or VAT; sales tax is set by states and, in many places, local governments.

The templates include a Tax line: in Excel and Google Sheets, enter your tax rate and it's calculated for you. This is general information, not tax advice.

Can I send an invoice as a PDF?

Yes. A PDF looks the same on every device and is harder to change by accident than a Word or Excel file. Fill in the template in your usual software, save or export it as a PDF, then attach it to your email.

What is the best free invoice template?

The best free invoice template is the one that fits the software you already use. If you want totals worked out for you, pick the Excel or Google Sheets version. To change the wording or layout, choose Word or Google Docs. The PDF shows each design filled in with sample details, so you can see how it looks before you choose. All the designs share the same fields, so pick the style you like best.

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Bookipi CLI · for AI agents

Skip the template. Ask your AI agent.

Bookipi CLI turns invoices, payments, customers and reports into commands your AI assistant can run. Ask in plain English and your agent creates the invoice, sends it and chases what's overdue.

Nothing is sent or charged until you say yes.

Get Bookipi CLIView on GitHub
  • --jsonon every command
  • Node 22+no build step
  • ~5sto sign in
  • Youapprove every send

Get started with Bookipi Invoice

Start free, then create and send invoices on the web or from your phone.