Invoice templates for Word and Excel
Whether you’re a freelancer, small business owner, or limited company, you have an obligation to create invoices for your sales.
There are several options available for businesses to create free and legal invoices. Many opt to use Word or Excel invoice templates, while others choose invoicing software like SumUp Invoices to keep all of their data in one platform.
Regardless of the software your business decides to use, your invoices will need to meet certain legal requirements to be valid. We've provided free, printable templates in Word, Excel, and PDF formats available for download below.
Invoice templates for Word and Excel
Invoice templates are just a starting point for your invoicing. You can download the Word or Excel template you want and modify it according to your specific needs. You can add your business logo, enter your Terms & Conditions, and personalise the template to suit your company.
Freelancers, small businesses, and large companies may require different things from their invoice templates. For instance, your VAT Registration Number (VRN) and Company Registration Number (CRN) must be on the invoice if you're registered. However, if you're a freelancer, you likely won’t be registered for VAT or registered as a limited company so these details can be omitted.
Sample freelance invoice template
In the UK, invoices need to include certain information to be compliant in the eyes of HMRC. For freelancers and non-VAT registered businesses, the fields that are mandatory on an invoice include:
Your business and customer's name and address
The invoice date
A description of the products/services being sold
The amounts being charged
The total amount due
Below you’ll find an example of a freelance invoice template created with SumUp Invoices. The software ensures that all of the legal invoice requirements are input correctly.
Sample VAT invoice template
If your business is registered for VAT in the UK, you must issue VAT invoices to your customers. VAT invoices require more information than non-VAT invoices. Along with the information outlined above, VAT invoices also require the following fields:
Your VAT registration number (VRN)
The price of each product/service excluding VAT
The VAT rate of each item line
The subtotal excluding VAT
The total amount of VAT being charged
There are different forms of VAT invoices, including full, simplified, and modified invoices. Each has a specific purpose and you should determine which one your business is eligible to use.
Here is an example of a VAT invoice created using SumUp Invoices:
Word invoice template
Using a popular program like Word to create invoice templates has certain benefits. Nearly everyone knows how to use the software and edit a document. You can also print your invoice template if you prefer to enter the details by hand.
Below, you can download VAT and non-VAT Word invoice templates and modify them with your business details and logo. Keep in mind that the amounts do not update automatically so you'll have to modify them manually.
Excel invoice template
Using Excel to create invoice templates will help you quickly enter the details since you can use formulas to automatically update the prices and VAT.
Below, you can download free Excel invoice templates and modify them for your business. If you decide to edit the formulas, make sure that the totals are updating correctly.
This Excel file includes a tab for VAT invoices and a separate tab for non-VAT invoices.
PDF invoice template
If you prefer to write invoices by hand, we've provided a free PDF invoice template that you can download and print.
PDF templates do not offer the freedom to edit the layout and information. Therefore, we would advise you to use them sparingly as it is severely limited compared to Word or Excel templates. Nonetheless, we've created both a VAT and a non-VAT template to give you a head start and inspiration for your future invoices.
Software for invoice templates
Similar to the Excel and Word invoice templates, SumUp offers a tool to help you manage your invoicing efficiently: SumUp Invoices.
SumUp Invoices is invoicing software that lets you create professional invoices from your computer, phone, or tablet. The software offers intuitive invoice templates and ensures that all of the required information is input correctly prior to sending it to your customer.
Your invoicing and payments are centralised, so you have a clear and precise overview of your paid and unpaid invoices. If you need to change or cancel an invoice, you can also issue credit notes from the software.
