How to use this invoice template
- Click Fill with an example to see a finished invoice, or start with your own details.
- Add your business and your client's billing details. Addresses can span several lines.
- Add a line for each product, service or block of hours. Quantity × unit price is filled in for you.
- Set sales tax, a discount, shipping and any deposit already paid. The balance due updates live.
- Download as Word to edit further, PDF to send, or print.
What every invoice should include
- The word “Invoice” and a unique invoice number
- Your business name and contact details, and the client's billing details
- Invoice date and due date (or payment terms)
- An itemized list with quantities, rates and amounts
- Subtotal, tax, discounts and the total or balance due
- How to pay: bank details, a payment link, or where to send a check
Common payment terms
| Term | Meaning |
|---|---|
| Due on receipt | Pay as soon as the invoice arrives |
| Net 15 / 30 / 60 | Full amount due 15, 30 or 60 days after the invoice date |
| 2/10 Net 30 | 2% discount if paid within 10 days, otherwise due in 30 |
| EOM | Due at the end of the month the invoice is issued |
| 50% upfront | Half before work starts, the rest on completion |
Sales tax on invoices
Whether you charge sales tax depends on what you sell, where the buyer is, and whether you have nexus in that state. Many services are exempt, while most physical goods are taxable. This template applies tax to the subtotal after discounts and leaves shipping untaxed. Some states tax shipping, so adjust as needed.
Invoice, receipt or estimate?
An estimate or quote comes before the work, an invoice asks for payment, and a receipt confirms payment was received. Each template here uses the same layout, so your paperwork looks consistent.
Ways to get paid faster
- Invoice the day the work is done, not at month-end.
- Put a specific due date on the invoice, not just “Net 30”.
- Offer card or ACH payment with a link on the invoice.
- Ask for a deposit on larger jobs and record it in the Amount paid field.
- Send a friendly reminder a few days before the due date, and another the day after.
If you're sending more than a handful of invoices a month or need automatic reminders, accounting software with built-in invoicing will save time.