Free template · Excel · Sales and billing
Free invoice template for Excel
A clean one-page invoice that adds up its own lines, tax and balance due, and an invoice log that shows who still owes you and what is overdue.
Invoice template
Excel workbook (.xlsx) · 20 KB · 3 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Consulting | Strategy session, October 2026 | 3 | 150.00 | 450.00 | N |
| Materials | Printed brochures, box of 250 | 2 | 85.00 | 170.00 | Y |
| Subtotal | 620.00 | ||||
| Sales tax or GST/HST | 0.00 | 0.000% | |||
| TOTAL | 620.00 | ||||
| BALANCE DUE | 620.00 |
What it is
An invoice is the bill you send a customer after you deliver the work or the goods. It says what they bought, what it cost, what tax applies, and when payment is due.
This template does the arithmetic for you. Line amounts, the subtotal, an optional discount, two tax lines, shipping, deposits and the balance due all calculate as you type.
Who it's for
- Freelancers and consultants billing a handful of clients a month
- Trades and service businesses that bill after the job
- Anyone in the US or Canada who needs sales tax, GST/HST, PST or QST on an invoice
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable invoice: your details, bill-to and ship-to, 15 lines, discount, two tax lines with their own rates, shipping, payments and balance due. Fits one letter page. |
| Invoice log | One row per invoice. Enter payments as they arrive; balance, status (Open, Overdue, Paid) and days overdue update every day. Totals at the top. |
| Instructions | Step-by-step notes, including how tax is worked out. |
How to use it
- Replace the shaded business details at the top with your own, including your EIN or GST/HST number if you show one.
- Enter the invoice number, date and payment terms in days. The due date fills in.
- Add the customer's billing and shipping details.
- Enter each line: item, description, quantity and rate. Put Y in the Tax? column for taxable lines.
- Set the rate beside each tax line and rename it to what you charge (state sales tax, GST, HST, PST or QST). Leave a rate at 0% if it doesn't apply.
- Add any discount, shipping and deposit already paid. Then print, or save as PDF and email it.
- Add the invoice to the Invoice log and record payments there as they come in.
Tip: Tax is charged on taxable lines after the discount, and each tax is worked out on the pre-tax price, which matches how GST/HST, PST and QST are charged.
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines, add rows inside a section, or change the layout. Each file has an Instructions sheet with these steps.
Download invoice template (.xlsx)
Questions
Is this invoice template really free?
Yes. Download it, change it, and use it for your business as often as you like. There's no sign-up and no watermark beyond a small "Template from AcboBooks" line at the bottom, which you can delete.
Does it work for Canadian GST/HST, PST and QST?
Yes. There are two tax lines, each with its own rate and a name you can change. Ontario would use one line at 13% HST; British Columbia would use 5% GST and 7% PST; Quebec would use 5% GST and 9.975% QST. Each tax is worked out on the price before tax. If you're registered for GST/HST, show your registration number, which the CRA requires on invoices above certain amounts.
Does it work for US sales tax?
Yes. Use one tax line for the combined state and local rate, or both lines if you show state and local tax separately. Mark non-taxable lines N.
How do I number my invoices?
Use a simple sequence (1001, 1002, 1003) and never reuse a number. Save each invoice as its own file named after its number, and add it to the Invoice log.
Can I add my logo?
Yes. In Excel, choose Insert > Pictures and place your logo over the business name area at the top. Resize row 1 if you need more room.
Related
- How to collect overdue invoices
- Customer deposits and retainers
- GST/HST calculator
- US sales tax calculator
- All free templates
General information, not tax, legal or accounting advice. Check with your accountant before relying on a template for a tax return.
AcboBooks
When the spreadsheet stops being enough
A spreadsheet invoice doesn't know who has paid. AcboBooks keeps every invoice in your books, so payments, what each customer owes and your sales tax all stay up to date.
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