Invoicing plays a crucial role in managing finances for businesses and freelancers. However, small and medium companies spend a lot of time creating invoices and even chasing them.
Moreover, according to Skynova, an online invoicing company, small businesses process an average of 500 invoices a month. Streamlining this process can save such businesses valuable time and resources.
That’s where free invoice templates for Excel come in. For the same, we’ve created this comprehensive guide to provide model invoices in Excel and tips on how to create professional invoices using Kladana.
With Kladana, you can simplify the invoicing process and leverage ready‑to‑use invoice templates for efficient solutions.
What is an Excel Invoice Template
An Excel invoice template is a pre‑formatted file designed to help businesses generate professional invoices with minimal effort.
Typically, you get sections like itemized billing, customer details, and payment information. One of the most significant advantages is its flexibility, as you can customize the layout to fit your specific needs. From adding company branding to adjusting tax rates, you have total control.
Excel’s built‑in formulas make it easy to automate calculations, ensuring accuracy and speeding up the billing process.
Whether you’re a freelancer, a small business owner, or part of a larger organization, you can adapt the template to reflect your unique style and requirements.
Below are the essential elements of your Excel invoice template:
When crafting your Excel invoice template, it’s essential to include the following key elements:
| Element | Description |
Business Information | Your company name, address, contact details, and logo |
Customer Information | The recipient’s name, address, contact details |
Invoice Number | A unique identifier for each invoice |
Invoice Date | The date the invoice is issued |
Due Date | The date payment is expected |
Itemized List | A detailed breakdown of products or services, including descriptions, quantities, unit prices, and total costs |
Subtotal | The total cost before taxes and additional charges |
Taxes | Any applicable taxes (e.g., VAT, sales tax, GST) |
Total Amount Due | The final amount to be paid, including taxes and any discounts |
Payment Terms | Accepted payment methods, late payment penalties, etc. |
Balance Due | Outstanding amount from previous invoices, if any |
Comments/Notes | Additional information or instructions for the customer |
Footer | A thank‑you message or other relevant details |
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Excel Invoice Templates for Free Download
Creating invoices doesn’t have to be time‑consuming or complex. Excel offers versatility and a user‑friendly interface, so expect a powerful solution for creating professional invoices.
Below, we’ve listed some of the most useful Excel template invoices for a variety of industries, from manufacturing to trade.
Each template is designed with specific needs in mind, making sure you find one that suits your business model.
Simple Invoice Template
A straightforward invoice template that includes essential elements like client information, item descriptions, quantity, unit price, and total amount.
It’s an ideal template for small businesses and professionals who want to get their invoicing done quickly.
Why it’s needed:
For small business owners, time is critical. A simple invoice template lets you focus on the essential information without entering unnecessary details. This lets you maintain professionalism while reducing the time spent on administrative work.
Sales Invoice Template
This template is tailored for businesses selling goods — manufacturers, exporters, wholesalers, etc. It includes sections for product descriptions, quantities, unit prices, taxes, shipping fees, etc.
Why it’s needed:
If you deal with multiple product lines, a sales invoice template can simplify the billing process. It’s a structure that paves the way for itemization, which makes managing bulk sales easy. Also, you can apply discounts and account for taxes in a professional and organized way.
Service Invoice Template
This invoice template is designed specifically for service-oriented businesses, including contractors, repair technicians, or consultants. Sections like labor, materials, and hours worked provide a detailed overview of the costs associated with each service provided.
Why it’s needed:
Professionals in industries that involve a mix of labor and material costs can leverage this template for its comprehensive breakdown. It helps maintain transparency with clients, ensuring both parties are clear on services performed and the exact costs associated with them.
GST Invoice Template
A GST invoice is a tax‑based document where businesses can add the same clearly before calculating the total. It requires itemizing products or services while also tracking applicable GST rates. It is highly useful for its particulars, such as product codes, descriptions, unit prices, tax rates, and the total amount due.
Why it’s needed:
Businesses that need to apply GST as per state and central taxation law can use this template to calculate taxes accurately while following local tax regulations.
Proforma Invoice Template
A proforma invoice is typically a preliminary bill of sale sent to customers before a service is provided or goods are shipped. This Excel template includes placeholders for estimated prices, expected delivery dates, and terms of sale.
Why it’s needed:
In many industries, especially manufacturing and trade, proforma invoices are vital for outlining payment and shipping terms before the final agreement is made. This template ensures clear communication and helps avoid potential disputes later.
Commercial Invoice Template
Commercial invoices are required for international shipping and include details such as product descriptions, item codes, country of origin, and customs information. This template is well-suited for businesses involved in import/export.
Why it’s needed:
When shipping products internationally, it’s critical to have a commercial invoice that complies with customs regulations. This template makes sure all necessary details are documented, speeding up the customs clearance process and avoiding potential delays or fines.
Invoice Tracking Template
An invoice tracking template provides you with the status of all sent invoices — whether they’re pending, paid, or overdue. It’s a template that includes columns for the invoice number, customer information, issue date, due date, amount, and payment status.
Why it’s needed:
Those of you managing multiple clients or projects can organize your tracking of unpaid invoices. This will allow you to follow up on late payments and reduce the risk of revenue leakage.
Credit Memo Template
A credit memo is used to document a reduction in a customer’s amount owed. This template could be issued to customers for returns, refunds, or adjustments to previous invoices.
This template maintains accurate accounting records and fosters positive customer relationships. It allows businesses to clearly show the original amount, the discount or credit applied, and the updated balance.
Why it’s needed:
When issuing refunds, discounts, or corrections to a customer’s account, you’ll use a credit memo so that both parties have a clear understanding of the adjustments made.
Recurring Invoice Template
This Excel template is ideal for businesses with recurring billing cycles, such as subscription-based services or retainers. It allows you to automate and track recurring charges.
Why it’s needed:
If you bill your clients regularly, you’ll need a recurring invoice template that saves time. It minimizes the need to generate new invoices for each billing cycle to ensure consistency and accuracy in monthly or quarterly payments.
Freelance Invoice Template
This template is designed for freelancers and independent contractors possessing sections for project descriptions, payment terms, and due dates.
Why it’s needed:
Freelancers who often work on multiple projects with different clients can use this template to organize billing per project. It offers flexible customization so that all key details are included in every invoice.
Contractor Invoice Template
The contractor invoice template is customized for businesses in the construction or renovation industry. It includes fields for labor costs, materials, and project milestones, allowing for a clear breakdown of services rendered.
Why it’s needed:
Contractors handling complex, multi‑phase projects can use this template to organize costs by category. This gives you transparency between contractors and clients, which simplifies tracking project progress and payments.
Rent Invoice Template
This template can be used by landlords and property management companies. It involves details like rent due, any additional fees (such as utilities or maintenance), and payment terms.
Why it’s needed:
It is helpful in managing rental payments. Tracking tenant billing can become overwhelming. This rent invoice template provides landlords with a professional, organized document for tenant billing, ensuring payments are made on time.
Purchase Order Invoice Template
This template is designed for businesses selling goods or services where the buyer issues a purchase order (PO). It offers comprehensive details in fields like PO number, item descriptions, quantity, unit price, and total amount.
Why it’s needed:
A purchase order invoice template helps align the original purchase order with the final billing so that both parties have a clear record of the transaction. It minimizes disputes and ensures order details are accurately reflected in the invoice.
Another Formats in Kladana
Explore different types of invoice templates in Kladana and other document formats. This will streamline various aspects of business operations.
Here’s a list of the most valuable templates available in Kladana. Each is designed to save you time and effort while maintaining professionalism.
Bill of Material (BOM) Template
The Bill of Material (BOM) template is helpful for manufacturers. If you are one of them, you can benefit from the BOM template in Kladana. It consists of raw materials, parts, and components required to build a product, along with sections for material descriptions, quantities, and costs.
Click here to learn how to use the BOM template using Kladana.
This video will walk you through on creating routing, BOM and production order in Kladana.
With the BOM template, you get all the necessary materials that are accounted for before production begins, helping you track inventory, estimate costs, and manage production workflows.
GST Invoice Template
The GST invoice template in Kladana is tailored for businesses operating under India’s Goods and Services Tax (GST) regime. You’ll get fields for GST numbers, taxable amounts, tax breakdowns, and the total payable amount.
Click here to learn how to use the GST template using Kladana.
Use this template to remain compliant with Indian tax regulations. It simplifies the process of calculating and documenting taxes.
E‑Way Bill Template
You can use Kladana’s E‑Way Bill template to generate a document required for the movement of goods in India. It includes fields for the consignor, consignee, product details, and transport information.
Click here to learn how to use the E‑way Bill template using Kladana.
This is a valuable template since businesses in India must generate an E‑Way Bill to transport goods of a specific value. Using this template ensures that all relevant information is captured, helping companies to follow legal requirements.
Purchase Order Template
This template is used to formally document a business’s request for goods or services from a supplier. It includes sections for item descriptions, quantities, prices, and terms of purchase.
Click here to learn how to use the Purchase Order template using Kladana.
Kladana’s purchase orders template can simplify your legal documentation process as you get a clear record of the goods or services requested. It will help avoid misunderstandings between buyers and suppliers and streamline the purchasing process.
Inventory Management Template
An inventory management template helps businesses track product stock levels. It includes sections for item descriptions, quantities, reorder levels, and stock locations.
Click here to learn how to use the Inventory Management template using Kladana.
With Kladana, you can perform functions like inventory counting and much more to streamline your inventory management.
Businesses in retail, manufacturing, and trade can use this template to avoid stockouts or overstocking, ensuring efficient business operations and cost control.
Get free invoice templates in Excel on inventory management, purchase orders, GST invoices, and e‑way bills, and customize them as per your needs.
What Makes Invoicing in Kladana Efficient Than in Excel
Excel is reliable for generating invoices and is your go‑to tool when you need to create invoices. But Kladana provides advanced features that make invoicing faster, more efficient, and more customizable.
Here’s why Kladana outshines the Excel invoice bill:
Multiple Sharing and Printing Options
With Kladana, you can share, print, or download invoices in just a few clicks.
It’s a streamlined process, so whether you’re sending it digitally or printing a physical copy, you can complete the task in seconds. Excel, by comparison, requires manual steps to save and format each file before sharing.
Custom Color Themes for Branding
Kladana offers over 20 color themes for customizing invoices, ensuring that your brand identity shines through.
Choose colors that match your business’s aesthetics to make a professional impression. Sure, Excel templates have some customization options, but they are limited compared to the ready‑to‑use themes in Kladana.
Professional Themes for Different Business Types
Invoicing in Kladana gives you access to over ten professional themes, including regular and thermal printing formats. These options allow you to choose the most suitable format based on your industry or printing requirements, something that Excel lacks in its default templates.
Free Invoice Generator
If you’re looking at Excel as your go‑to tool for managing business invoices, we’ve got you covered!
Check out this easy‑to‑use Excel invoice template, which offers a quick and practical way to streamline your invoicing process.
Expect this template to help with —
- Utilizing ready‑made formulas to automate calculations.
- Personalizing fields to fit your specific invoicing needs.
- Downloading or printing templates directly from the platform.
- Ensuring it caters to a wide range of small business industries, from retail to services.
Comparison: Kladana vs. Excel for Invoicing
If you are seeking efficient and effective tools to manage your invoicing processes, the top two choices are Kladana and Excel.
| Feature | Kladana Invoice Generator | Excel Invoice Template |
Multiple Sharing Options | ✔ Instant sharing & printing | ❌ Manual file sharing |
Customization (Color Themes) | ✔20+ Color themes | ❌ Limited customization |
Professional Invoice Themes | ✔ 10+ Themes for printing | ❌ Basic templates |
Automatic Payment Reminders | ✔ Set and forget | ❌ Manual follow‑ups |
Tax Calculation | ✔ Automatic calculation | ❌ Manual input required |
Recurring Invoice Setup | ✔ Easy setup for subscriptions | ❌ Requires manual effort |
Cloud Access and Backup | ✔ Cloud‑based access | ❌ Local file storage only |
Excel might be a familiar choice, but it needs more flexibility and advanced features that Kladana offers.
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Easy Steps to Create Your Invoice Template in Excel
Creating an invoice in Excel is not complicated if you can follow some simple steps.
These templates come with built‑in formulas to help automate calculations and save time. Just click the download link, and the file will open in Excel.
The steps and actions below will help you create a template invoice in Excel while ensuring accuracy and professionalism.
Step 1: Search the Template
Open on‑premise Microsoft Excel or use it online.
In there, check for the option template, and under that, click on invoice.
Choose the most suitable format, hover, and click on ‘edit’
Start by downloading the pre‑designed Excel invoice templates.
Step 2. Add Your Business Details
Once the template is open, you need to enter your business information.
Fill in your company name, address, phone number, and logo (if applicable) in the designated fields.
This gives your invoice a professional look and ensures your clients know how to contact you.
Step 3. Input Customer Information
Next, you’ll need to add your customer’s details, including their name, address, and contact number.
This ensures the invoice is personalized for the recipient and that all necessary information is in one place.
Step 4. Fill in Invoice Details
Now, input the invoice number, issue date, and due date. Each invoice should have a unique number for tracking purposes.
Make sure you include a due date, which helps set clear expectations for payment.
Step 5. Itemize Your Products/Services
In the itemized section, enter the products or services provided. List each item, its description, quantity, and price.
This template will automatically calculate the totals, so you don’t need to worry about manual errors.
Step 6. Apply Taxes or Discounts
If applicable, enter the tax rate or any discounts you are offering. Our template will adjust the totals automatically, ensuring that your invoice is accurate.
Be sure to check that all values are calculated correctly before sending it out.
Step 7. Review and Finalize
Finally, check your invoice for errors. Make sure all the fields are filled correctly, and double‑check the totals.
Once you’re satisfied, save the file and email it to your customer or print it for physical delivery.
Frequently Asked Questions on Invoice Templates
Let’s dive into answering some common questions you may have.
Q1. What is an invoice template?
An invoice template is a pre‑designed document that allows businesses to quickly and easily create invoices by filling in key details like services provided, costs, and payment information.
Q2. Why should I use an invoice template?
Using an invoice template helps streamline the invoicing process, saving time and reducing errors. It ensures that your invoices are consistent, professional, and compliant with financial requirements.
Q3. Can I use these templates for recurring invoices?
Yes, save a copy of the invoice and update it each billing cycle to streamline recurring invoices.
Q4. Can I use invoice templates for any type of business?
Yes, invoice templates are highly versatile and can be used for businesses across all industries, whether you’re a freelancer, retailer, or service provider.
Q5. How do I personalize an invoice template for my business?
You can personalize invoice templates by adding your logo, business details, and specific fields like taxes or discounts to meet your unique requirements.
Q6. How can I track payments using invoice templates?
Many templates include sections to record payment statuses or dates, helping you keep track of which invoices have been paid and which are still pending.
Q7. Can I automate tax calculations in the templates?
Yes, the templates come with built‑in formulas for automatic tax and total calculations. You just need to enter the tax percentage.
Q8. How can I share invoices generated through Kladana?
Invoices created using Kladana’s templates can be shared via email, downloaded as PDFs, or printed directly, offering flexible sharing options.
Q9. Why should I use an invoice template?
Using an invoice template saves time and ensures consistency. It helps reduce errors, simplifies calculations, and maintains a professional format for your invoices.
Q10. How do Kladana’s invoice templates stand out from standard Excel templates?
Kladana’s templates are designed with built‑in automation for taxes, totals, and payment tracking and include multiple customization options, such as branding and color themes.
They also offer more advanced features like recurring billing, making them more efficient than standard Excel templates.
Conclusion
Choosing the right invoice template can make a huge difference in streamlining your business operations. So you can choose whether you want to go for Excel or Kladana’s customizable templates.
But, with Kladana’s invoice templates driven by advanced features and automation, invoicing becomes even easier, saving you time and reducing errors, allowing you to focus on what matters most — growing your business.
