Excel Tutorial: How To Prepare Invoice In Excel


When it comes to preparing invoices, using Excel can be a game-changer. Excel offers a range of powerful tools and functions that can streamline the invoicing process, saving you time and reducing the risk of errors. Whether you're a freelancer, small business owner, or a corporate professional, mastering the art of creating invoices in Excel can significantly improve your financial management skills.

Key Takeaways

  • Using Excel for invoicing can save time and reduce errors
  • Setting up the Excel sheet with necessary headers and formatting is crucial for a professional look
  • Entering invoice details accurately is important for clear communication with customers
  • Calculating totals and adding payment terms ensures clarity in the invoice
  • Finalizing the invoice with a professional touch and saving it for future reference is essential for efficient invoice management

Setting up the Excel sheet

When it comes to preparing an invoice in Excel, the first step is to set up the Excel sheet in a way that is clear, organized, and professional. Here are the key steps to follow:

Create a new workbook

  • Open Excel and create a new workbook to start fresh.

Enter the necessary headers

  • Begin by entering the necessary headers for the invoice, such as "Item", "Quantity", "Price", "Total", etc.
  • Avoid using numbers in the header to maintain clarity and professionalism.
  • Highlight important headers using tags for emphasis.

Format the cells

  • Format the cells to ensure a professional look and easy readability.
  • Consider using borders, shading, and font styles to make the invoice visually appealing.

By following these steps to set up the Excel sheet for your invoice, you can create a clear and professional document for your business needs.

Entering invoice details

When preparing an invoice in Excel, it is important to accurately input all the necessary details. This includes the customer's information, invoice number, date, and the items purchased.

Input the customer's details

  • Name: Start by entering the customer's name in the designated cell.
  • Address: Input the complete address of the customer, including street, city, state, and zip code.
  • Contact information: Include the customer's phone number and email address for future correspondence.

Enter the invoice number and date

  • Invoice number: Assign a unique invoice number for tracking and reference purposes.
  • Date: Input the date of the invoice to indicate when the transaction took place.

Fill in the items purchased, quantity, and price

  • Items purchased: List down the details of the items or services provided to the customer.
  • Quantity: Specify the quantity of each item purchased.
  • Price: Enter the unit price of each item to calculate the total cost.

Calculating totals

When preparing an invoice in Excel, it's essential to accurately calculate the totals for each item, sum up the total amount due, and include any taxes or discounts if applicable. Here's how to do it:

  • Use formulas to calculate the total for each item
  • Excel provides a variety of formulas that can be used to calculate the total cost for each item on the invoice. For example, you can use the multiplication formula to multiply the quantity of the item by its unit price to get the total cost for that item.

  • Sum up the total amount due
  • Once the total cost for each item has been calculated, you can use the SUM function in Excel to easily sum up all the individual totals and get the total amount due for the entire invoice.

  • Include any taxes or discounts if applicable
  • If there are any taxes or discounts that need to be factored into the total amount due, Excel allows you to easily incorporate these adjustments into the calculation. You can use the appropriate formulas to add or subtract the taxes or discounts from the total amount, ensuring that the final total reflects the correct amount to be paid.

Adding payment terms

When preparing an invoice in Excel, it is important to include clear and concise payment terms to ensure timely and accurate payment from your clients. Here are some key points to consider when adding payment terms to your invoice:

  • Specify the payment due date: Clearly state the date by which the payment is due. This helps to avoid any confusion and ensures that your clients are aware of the deadline for payment.
  • Include any late payment penalties: If you have a policy for late payments, be sure to include this in the payment terms section. This can serve as a deterrent for late payments and help you protect your business interests.
  • Clearly state the preferred payment method: Whether you prefer payment through bank transfer, credit card, or any other method, make sure to specify this in the payment terms. This can help streamline the payment process and avoid any misunderstandings about the acceptable methods of payment.


By including these payment terms in your invoice, you can ensure that your clients are fully informed about the payment process and expectations. This can help to facilitate smooth and timely payments, benefiting both your business and your clients.

Finalizing the invoice

Once you have entered all the necessary details and calculated the total amount, it is important to finalize the invoice to ensure accuracy and professionalism. Here are a few key steps to take when finalizing the invoice:

Double-check all the entered details for accuracy
  • Before sending out the invoice, it is crucial to double-check all the entered details such as the customer's information, item descriptions, quantities, and prices. Any errors in the invoice can lead to confusion and delays in payment, so it is essential to ensure that all the details are accurate.

Add a professional touch with a company logo or branding
  • Adding your company's logo or branding to the invoice can give it a professional and polished look. It also helps in branding and marketing your business. You can easily insert a company logo or use custom fonts and colors to match your brand's identity.

Save the invoice for future reference
  • After finalizing the invoice, it is important to save a copy for future reference. Saving the invoice in a designated folder or using a specific naming convention can help in easy retrieval when needed. Additionally, keeping a record of all your invoices is crucial for accounting and tax purposes.


When preparing an invoice in Excel, remember to input the necessary details such as the company information, customer details, itemized list of products or services, and payment terms. Utilize formulas and functions to calculate totals and taxes, and format the invoice for a professional look. The benefits of using Excel for invoice preparation include accuracy, customization, and efficiency. As you continue to practice, explore additional features such as templates, pivot tables, and macros for even more efficient invoice management. With time and practice, you'll find that Excel can make your invoicing process a breeze.

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