Creating Professional Invoice Templates in Excel and Word
A) Invoice template Excel
An invoice template in excel is a document plan that assists the user in creating professional invoices with ease and in a short span of time. These often contain data about the customer, items and services, subtotal and total, taxes, and payment method. It can be formatted according to the requirements of the company with other options like conditional formatting, formulas, as well as data validation for purposes of enhancing the accuracy of the operations. In creating an invoice using Excel, you can produce several invoices in the shortest time possible and in the most efficient way; this way, there are little to no mistakes when typing the invoice number, date, product description, quantity, and price, yet the invoice reflects professionalism by incorporating the image of the company’s logo at the back of the invoice.
Elements of Invoice template Excel
1. Header:
The heading part of the invoice that contains information such as the name, logo, number, physical and email address of the business.
2. Invoice number:
A document number through which the invoice can be specifically identified may contain alphabets and/or numerals.
3. Date:
The specific point of time at which the invoice was prepared or sent by the invoicing company to the buyer.
4. Billing information:
The name of the customer as well as his or her address among the other detailed information.
5. Itemized list:
This is a record of products or services that are offered which may include:
● Description:
A short description of the good.
● Quantity:
The quantity of the products is the number of items that are to be bought.
● Unit price:
The cost for each unit of the good.
● Amount:
It is the total amount of money that has been spent on the item of concern, thus quantity multiplied by the unit price.
6. Subtotal:
A figure prior to Tax computation; that is a Gross figure.
7. Taxes:
The taxes that are charged on the subtotal or the total sales for instance; the sales tax, value added tax-VAT or goods and services tax-GST.
8. Total:
This is the total figure owed in sum with all the subtotals.
9. Payment terms:
Details of the acceptable modes of payment, the required amount of time for making payment, and any other point that pertains to a delayed payment.
10. Footer:
Extra information relevant to the company, for instance, the return-policies, ways which consumers can reach the company or even a simple note of thanks.
B) Invoice Template word
An example of an invoice in Word format contains a professional heading where you may find the business logo, name, address, and phone/fax numbers/email addresses; the central region containing basic details of the sale/service, such as date, invoice number, buyer’s name and address, goods and services sold and purchased, quantities, unit prices, and totals; the last section may involve payment terms, payment options and due dates; and the footer usually consists an area to write the customer’s full name, payment receipt stamp and also for any extra remarks about the order.
Step-by-step process for creating an invoice template in Word
Step 1: Open a new document in word.
Click on the Microsoft Word application and go to the “File” option next select “New”.
Select the templates or begin Type with a clean slate.
Name the page as landscape and most importantly arrange the margins to your desired setting.
Step 2: Company Information Booth
Include a formal table of two columns in which to place the logo and name of the company as well as the address and phone numbers.
The font style as well as the font size that one will be using should correspond to the company’s theme.
Step 3: The next step is to add Invoice Header.
To elaborate this, you need to construct a table having the columns such as invoice number, the date, and invoice details that might include Invoice, Date, Bill To, etc.
Make use of a larger font size that will be visible enough so that it can easily attract the attention of the reader.
Step 4: Get more information about the Product/Service.
To present multiple items, use a table that can help list down the products/s or services offered.
Columns can include:
Item description
Quantity
Unit price
The amount arrived at after multiplications of total quantity by unit price are summed up.
It is recommended that a consistent font style and formatting has to be included in the text.
Step 5: Total and Payment Info
Deduct quantity discount if the given parameter is set and then sum up all the extended totals to get the subtotal.
Append the tax rate (if any) and sum them to obtain the collective.
These should be written in three different headings; payment terms, payments acceptable and the due date.
If there are any specifics that need to be emphasized, then it should be done in a properly sized bold font.
Step 6: Add Footer
To the right of its partner this element should be supplemented with a footer section to place the customer’s signature and payment receipt stamp
It is also possible to described here any additional notes or comments
Step 7: Save for later and Choose options
Additional or deletion of sections may be done by the user depending on his/her needs, the user may also change the templates’ fonts and its margins.
Use a different name to save the template when creating the new invoice with an example being “Invoice Template. Docx”.
Step 8: Instead of forcing such skills on learners, educationists can endeavor to use the template.
Copy and paste the contents of the template in a new sheet or if you want to start with a new fresh document.
Make adjustments to the header section for the line item, including the new invoice number, as well as the date if you have to make the changes frequently for the items listed as products and services provided to the buyer.