luckpandaHow to use the invoice template
- Replace the sample business and client with your own.
- Edit, add or delete lines; tax and totals update as you type.
- Set the due date and payment instructions in the terms.
- Keep the draft for free. Issuing, downloading or sending it needs the Sales module.
Why an online template instead of a Word, Excel or Google Docs file
A document template is a page of text. Every invoice made from it is a copy you renumber, re-add and re-save by hand, and a broken formula or a pasted total goes straight to your client.
An online invoice template keeps the same layout but treats each part as data. Quantities multiply, tax is applied line by line, numbers follow on from the last invoice, and each invoice knows whether it has been paid.
| Task | Word, Excel or Docs file | This template |
|---|---|---|
| Totals and tax | Typed by hand or kept in formulas | Calculated per line |
| Invoice numbers | Edited each time | Allocated in sequence when issued |
| Currency format | Whatever you type | Follows the invoice country |
| Payment status | Tracked in a separate list | Recorded against the invoice |
What a complete invoice shows
Countries add their own rules on top: a GSTIN and HSN codes in India, a VAT number and the rate on each line in the UK and EU. The country templates linked below cover those.
- The word "Invoice" and a unique invoice number
- Issue date, and the supply date if it differs
- Your legal or trading name, address and, where registered, tax number
- The client's name and billing address
- Each item with quantity, unit price, tax rate and line total
- Subtotal, tax and amount due, with the currency
- Due date, accepted payment methods and bank details
Payment terms that get invoices paid
Give a due date, not just "Net 30": a date leaves nothing to interpret. Say how to pay and which reference to quote. If you charge for late payment, put the rate in your terms before the work starts; a fee added afterwards rarely holds.