How to Make a Professional Invoice in Excel (Free Checklist)

A clear, professional invoice gets you paid faster and saves arguments. You don't need accounting software to send one. A well-built Excel template does the maths for you and looks just as professional.

What every invoice should include

  • The word "Invoice" (or "Tax Invoice" if you are VAT-registered) and a unique invoice number
  • Invoice date and due date
  • Your business name, address, contact details and, if registered, your tax registration number (TRN)
  • Customer name and address (and their TRN for B2B tax invoices where required)
  • Description, quantity, unit price and line total for each item
  • Subtotal, discount, VAT rate and amount, and total due
  • Payment terms and bank details

Setting it up in Excel

  1. Put your company details and logo at the top.
  2. Create an items table with Quantity, Unit Price and a Line Total formula (=Qty*Price).
  3. Add Subtotal (=SUM of line totals), Discount, VAT (=(Subtotal−Discount)*Rate) and Total.
  4. Lock the formula cells so they aren't overwritten.
  5. Save it as a blank master, and save each new invoice as a copy and as a PDF.

Or skip the setup: our Invoice Template has all of this built in.

Habits that get you paid on time

  • Invoice immediately when work is delivered.
  • Use short, clear terms such as "Due within 15 days".
  • Send a friendly reminder a few days before the due date.
  • Send a statement of account each month to customers with several open invoices.
  • Track who owes what with an accounts receivable aging report.

Quotation first?

For larger jobs, send a quotation first and convert it into an invoice once it's accepted. The figures carry across, so there are no surprises.

Do it in minutes: download the Invoice Template (instant download, works in Excel and Google Sheets). Need the related files too? Browse invoice, quotation and receipt templates or get 25 business templates for AED 29 in our value packs.

This guide is general information, not legal, tax or financial advice. Rules change, so check the latest official guidance or ask a qualified adviser for your situation.