Free Excel Invoice Template (XLS Download) Download XLS with Auto-Calculations
Download our free Excel invoice template with built-in formulas. Automatic tax calculations, line item totals, and professional formatting.
Pre-built formulas · Works on Mac & Windows · Google Sheets compatible
Download this template
Free to download, no signup and no email required.
The Word version is fully editable — add your logo, colours and terms.
The Excel version calculates line totals, tax and the grand total automatically.
Prefer not to download? Fill it in online and export a PDF in seconds. Create an invoice online
Built-in Formula Features
Our Excel invoice template does the math for you with pre-built formulas.
Line Item Totals
Enter quantity and unit price - the template automatically calculates each line total (Qty × Price).
Subtotal Formula
All line items are automatically summed to calculate your subtotal. Add rows as needed.
Tax Calculations
Enter your tax rate once - the template calculates tax amount and adds it to the total.
Discount Support
Apply percentage or fixed discounts. The template adjusts totals automatically.
Grand Total
Final total is calculated from subtotal + tax - discounts. Always accurate.
Currency Formatting
Numbers are pre-formatted as currency. Just change the locale for your currency symbol.
Multiple Excel Invoice Styles
Choose from different layouts to match your business style.
Professional
Clean, corporate design perfect for established businesses and B2B invoicing.
- Formal header layout
- Company details section
- Payment terms area
Modern
Contemporary design with accent colors. Great for creative businesses and startups.
- Color accent bars
- Modern typography
- Clean grid layout
Simple
Minimalist design focusing on clarity. Perfect for freelancers and consultants.
- No-frills layout
- Easy to read
- Printer-friendly
Excel Invoice Tips & Tricks
Get the most out of your Excel invoice template with these pro tips.
Adding More Line Items
Need more rows? Right-click a row and select "Insert Row." The formulas will automatically extend to include the new row in calculations.
Changing Currency
To change the currency symbol: Select the cells with amounts, right-click > Format Cells > Number > Currency, then choose your locale.
Adjusting Tax Rates
The tax rate is in a dedicated cell. Simply change this value and all tax calculations update automatically throughout the invoice.
Printing Tips
The template is set up for Letter/A4 printing. Use Print Preview to check margins. Go to Page Layout > Margins to adjust if needed.
Free Invoice Template XLS: What's Included
The Zap Bill free invoice template XLS is a ready-to-use Excel workbook with built-in formulas for every calculation you need — quantity × unit price for line totals, a SUM formula for the subtotal, a configurable tax rate cell, discount support, and an auto-calculated grand total. Every number updates instantly as you type. No manual maths, no broken formulas.
The .xlsx format means the template opens in Microsoft Excel on Windows and Mac, Apple Numbers, Google Sheets, and LibreOffice Calc — whichever tool you already use. When you are ready to send, print to PDF from any of these apps to produce a clean, professional invoice your clients can open anywhere.
When to Use the XLS Template vs. the Online Generator
The free XLS template is ideal if you prefer working offline, want to store invoices locally in your own folder structure, or need to customise the layout beyond what an online tool offers. The online generator is better when you want to send invoices directly by email, need automatic invoice numbering, or want to track payment status without managing files manually. Both are free — use whichever fits your workflow.
10 Simple XLS Invoice Templates Every Freelancer Should Use
Whether you bill by the hour, per project, or on retainer, there is an Excel invoice layout that fits your workflow. Here are the most useful types.
Hourly Rate Invoice
Log hours per task with rate × quantity auto-totalled. Best for developers, designers, and consultants who bill time.
Fixed-Price Project Invoice
One or few line items for a scoped deliverable. Keeps billing clean when the work is defined upfront.
Milestone Invoice
Split a project into phases — deposit, mid-project, and final. Each row maps to a deliverable.
Monthly Retainer Invoice
Simple single-line monthly fee. Duplicate the sheet each month and update the date — done in 30 seconds.
Expenses & Reimbursements Invoice
Separate sections for services and pass-through expenses. Clients see exactly what they are paying for.
Creative Services Invoice
Includes fields for usage rights, licensing fees, and revision rounds — essential for photographers and designers.
Contractor Labour & Materials Invoice
Split columns for labour hours and materials with separate tax lines. Reduces disputes on trade jobs.
Agency Multi-Service Invoice
Group line items by service type — design, development, strategy. Works for teams billing a single client.
International / Multi-Currency Invoice
Includes currency symbol cell and exchange rate note. Avoids confusion when billing across borders.
Net 30 Payment Terms Invoice
Due date auto-calculated from invoice date. Includes a late fee clause row for overdue accounts.
Using Free XLS Invoice Templates on Mac
Excel templates work across every Mac app that reads .xlsx files — no Windows required.
Microsoft Excel for Mac
Full formula compatibility. Open the .xlsx file directly — all calculations, formatting, and print layouts work identically to Windows.
Apple Numbers
Numbers imports .xlsx files and preserves most formulas. Use File › Export › Excel to send a clean .xlsx back to clients.
Google Sheets (via Drive)
Upload to Google Drive and open with Sheets. All SUM, IF, and percentage formulas are compatible. Edit from any browser — no app needed.
LibreOffice Calc
Free, open-source, and fully .xlsx compatible. A solid offline option if you prefer not to use Microsoft or Google.
Beyond Invoicing: Using Excel Templates to Plan and Budget
Once you are comfortable with Excel for invoicing, the same skills apply to budgeting — keeping your business finances in one place.
Business Budget Worksheet
Track monthly income against expenses in a simple worksheet. Use a separate sheet tab for each month and a summary tab for annual totals — the same approach as a multi-invoice workbook.
Travel & Project Expense Budget
Log flights, accommodation, and daily costs in rows, with a running total column. At the end of a trip or project, copy the totals directly into a reimbursement invoice.
Cash Flow Forecast
List expected invoice payments as income rows and outgoing costs as expense rows. A simple =SUM formula at the bottom tells you your projected end-of-month balance.
Best Free Accounting & Invoicing Software for Small Businesses (2026)
Excel templates are a great starting point — but when your invoice volume grows, these free tools handle it automatically.
Zap Bill
Best OverallFree online invoicing with beautiful templates, auto-calculations, and PDF export. No Excel required.
Free plan: Truly free — no account needed
Best for: Best for: Freelancers and small businesses who want professional invoices without spreadsheet work
Use FreeWave
Free accounting software with invoicing, expense tracking, and bank reconciliation built in.
Free plan: Free invoicing & accounting
Best for: Best for: Small businesses that need full bookkeeping alongside invoicing
Compare →Invoice Ninja
Open-source invoicing with client portals, time tracking, and a self-hosted option.
Free plan: Free up to 20 clients
Best for: Best for: Freelancers who need client portals and project tracking
Compare →Zoho Invoice
Completely free invoicing from Zoho — up to 1,000 invoices per year with expense reports included.
Free plan: Free up to 1,000 invoices/year
Best for: Best for: Businesses already using Zoho CRM or other Zoho products
Compare →QuickBooks
Full-featured accounting with payroll, inventory, and tax filing alongside invoicing.
Free plan: 30-day trial; from $30/mo
Best for: Best for: Growing businesses that need payroll and a full accounting suite
Compare →FreshBooks
Polished invoicing with project management and time tracking — strong mobile apps.
Free plan: 30-day trial; from $19/mo
Best for: Best for: Service businesses and agencies managing multiple client projects
Compare →Frequently Asked Questions
Do the formulas work in Google Sheets?
Yes! Google Sheets is fully compatible with Excel formulas. Upload the .xlsx file to Google Drive and open it with Google Sheets - all calculations will work.
Can I add more line items than the template has?
Absolutely. Insert new rows by right-clicking an existing row and selecting "Insert Row." The subtotal formula will automatically include the new rows.
How do I change the tax rate?
Find the cell labeled "Tax Rate" (usually near the totals section) and change the percentage. The tax amount will recalculate automatically.
Can I use this template on Mac?
Yes, the template works with Microsoft Excel for Mac, Numbers (with import), and Google Sheets. All formulas are compatible across platforms.
How do I add my company logo?
Go to Insert > Pictures and select your logo file. Resize and position it in the header area. You may need to adjust row heights to fit the logo.
Can I save the template with my business info pre-filled?
Yes! Add your business details, logo, and preferred settings, then save it as an Excel Template (.xltx). New invoices will start with your info already filled in.
Ready for Automated Invoicing?
Download the Excel template with built-in formulas or try our online generator for even more automation.