This content originally appeared on Envato Tuts+ Tutorials and was authored by Andrew Childress
When you know how to make an invoice in Excel, you'll be able to streamline your billing workflow.
Invoicing is a key part of running your business. It helps you keep track of how much money is coming in and going out.
The power of Excel lies in the ability to use formulas. This helps you automatically find the total amount due, including taxes, fees, and more. Let's learn how to create an invoice in Excel in this tutorial.
Why Invoice With Excel?
Microsoft Excel is a great tool for invoicing, and let's imagine why that is. It's all thanks to many helpful features that make the process easier and simpler.
Formulas ensure error proof invoices. They help you calculate precise amounts owed and present it in a way that's easy to understand. Excel and invoicing are a natural fit for this reason.
Another great reason to learn how to create an invoice in Excel is the customizability. Add your company logo, change the font, and even add formulas to automate parts of the process. This helps you save time, while you create professional bills.
You can also use formulas to calculate how much you've invoiced in a certain time period. Or, you can see how much money you have left to invoice.
Excel also makes it easy to keep track of all your invoices. You can create a separate sheet for each customer and keep a record of all their invoices. This helps you quickly see how much money you're owed and what you've already been paid.
Plus, Excel is very cost-effective. You don't have to pay for expensive invoicing software or specialized online services. You only need the Excel app, which is included with Microsoft Office, or can be used for free online. Browser-based tools like this, along with powerful mobile apps, make Excel incredibly accessible.
Now, let's learn how to invoice in Microsoft Excel!
How to Do Invoice Excel Documents (Screencast)
In the screencast below, I'm going to walk you through using an Excel template to create an attractive invoice quickly. We'll use a template from Envato Elements to create an invoice in Excel, and then save it as a PDF for delivery to clients.
Read on to find out more about best practices for invoicing and the tools you can use to save time.
How to Create an Invoice With Excel
We've explored the key advantages of invoicing in Excel. When you create invoice in Excel designs, you'll leverage the power of data, even while keeping things stylish.
Elements is a powerful creative resource with a compelling offer. For a flat monthly rate, you can download and use as many premium Microsoft Excel invoice templates as you want.
Plus, Elements includes millions of other digital assets. You'll enjoy:
- slide templates
- stock photos
- music
- and more
It's all included for one low price.
For this tutorial, we'll work with the beautiful Invoice Excel Template from Envato Elements. It helps you learn how to do invoice in Excel designs with less work. It's a stylish and flexible design option with four colors to choose from.
Let's get started:
1. Open the Excel Template File
Let's learn how to make an invoice on Excel. The first step is to download your premium Excel invoice template like the one we're using. Then, you'll want to extract the contents of the .zip file.
When you do, you'll see a list of files and folders. You're looking for the files with .xlsx file extensions. That indicates that they're Excel spreadsheets.
Here, let's choose from one of the four color options. The Green Version is a great choice, so let's double-click to open it in Microsoft Excel.
Excel opens the template. You'll see it displayed on your screen. As you can see, the sheet is already structured in a familiar invoice format.
It helps to use a template as you learn how to make invoice in Excel designs because they include what you need. This is the beauty of a premium template: the fundamental design work is handled for you. Imagine trying to build all these graphics and layouts from scratch!
Of course, it's possible, but why spend the time? Lean on expert help and you'll be getting paid that much faster.
2. Customize the Header
To begin, let's focus first on the visual elements of our sheet. In this example, that's the header section. This is the area shaded in black and green at the top of the screen. Generally, this is where you'll place key details like the invoice number and due date.
To get started, let's change the invoice number. It's incredibly easy. Click into the text box (labeled INVOICE. #3979).
Next, place your cursor at the end of the invoice number. Remove the text using your Backspace key. Then, type in a new invoice number.
Repeat these steps to change the invoice and due dates. As you work, keep in mind your payment terms.
Some invoices may be due on receipt, while others may use 30, 45, or 90 day intervals. Type in the appropriate dates, and you're all set.
3. Add a Logo or Image
As you learn how to make an invoice on Excel, don't forget that you should include your branding. It's a payment document, but clients should still see your branding.
Let's add a logo design to your spreadsheet. As you can see, there's already a placeholder logo in place. You'll find it in the green box in the upper right corner of your invoice.
To add your own logo, first remove the placeholder. Click on it to select it, then press Delete on your keyboard. You'll see it disappear.
Next, go to the Insert tab on Excel's ribbon. That's the list of menu tabs across the top of your screen:
- File
- Home
- Insert
- and more
Click Insert, then choose the Pictures option from the Illustrations menu. From your options there, choose This Device.
Browse to a stored logo or image that you've got stored on your computer. Click on it to select it, then choose Insert from the Insert Picture menu. Excel imports the image file and places it onto your spreadsheet.
From there, all you need to do is pull on the corners to resize the invoice itself. Then, click and drag on the image to move it into position.
Let's place it in the green box where the placeholder once was. That's how to make an invoice on Excel that looks its very best.
4. Add Invoice Details
With the initial setup work complete, it's time to create invoice in Excel designs of your own. Let's now fill in the details of billable items, along with customer contact details and more.
You'll see placeholders for all this information. Again, all you've got to do is swap out this content for your own. Type over the placeholders with your own words.
Here's where the true power of Microsoft Excel becomes apparent. Imagine how to create an invoice in Excel that works for you. Formulas are the fundamental tool here.
Notice the number cells in column G. Click into one, and you'll see that the total value is a calculated number. The math is simple, yet powerfully efficient. The price is multiplied by the quantity to arrive at a total.
Formulas save you a ton of time. Imagine if you had to manually calculate each total. For one or two items, that's no problem. But imagine an invoice with hundreds of lines.
Formulas work instantly. They automatically adapt when you change an underlying value. Update a quantity or change a price and the total adjusts to match.
Similarly, the values at the bottom will subtotal. Plus, they're smart enough to scale if you change the number of line items.
Formulas are how to do an invoice in Excel designs that works well for you. When you create invoice in Excel layouts, formulas do the work for you.
5. Prepare to Be Paid! How to Share Invoices From Excel
We just learned how to make an invoice on Excel that does the math for you. And we saw how to make each design stylish and elegant. The last - and most important - step is to get the invoice ready to share with clients and customers.
Your best bet is to share your Excel invoice as a PDF file. It's easy for others to read - they won't need to have Excel installed. And of course, you don't want to share an invoice that others can edit or change!
You saw how to create an invoice in Excel. Now, let's learn how to export that invoice as a PDF. Again, it's the very best way to share invoices and get paid quickly.
To begin, go to the File tab and click on it. Then, choose Save As. On the Save As menu, click Browse. Navigate to a folder on your computer where you want to save your PDF invoice. Then, in the File Name box, give it a title.
Clarity is key here. You might want to use the client's name, but you should always include the invoice date and number. This helps others keep track of records and ensures they'll know what the file is when you send it to them.
Next comes the most important step. From the Save as Type drop-down, choose PDF, which is found near the bottom. Click on it, then click Save in the lower right corner of the Save As menu.
Excel exports and saves your invoice as a PDF file. Now, you can view it and share it with clients. It's the fastest and best way to get paid quickly in 2023.
Keep in mind: this invoice is just the supporting documentation for the payment. Your client also needs a method to pay by. Typically you'll attach this invoice to a file on a company that helps you accept payments, like PayPal or Wise.
In moments, you've learned how to make an invoice on Excel. It's obvious how quick and easy this process can be. The trick is to use a premium template from Envato Elements to start!
With designs like these, the design process is effortless. You can focus on the key details: what you're owed, and when. Excel, combined with the expert designers of Envato Elements templates, does all the hard work for you. It's as simple as that.
More Excel Resources
Now that you know how to make an invoice in Excel, your billing process is streamlined. You have accurate, helpful payment documents that serve both you and your clients.
Excel is an extremely powerful tool that powers leading companies. If your interest is sparked, we have you covered with more tutorials. You learned how to create invoice in Excel documents, but these tutorials will take you to the next level.
How to Embed Excel Files and Link Data Into PowerPoint
How to Embed (& Automatically Link) Excel Files in Word
What Is Excel Art? & How to Start Making Your Own (Pixel Art Guide)
Now You Know How to Make an Invoice on Excel
We've covered a skill that every freelancer needs: how to make an invoice in Excel. You've written formulas that help you catch errors. Plus, you included the helpful details you need for prompt collection.
Now, it's your turn. If you've been managing your billings haphazardly, try this approach instead. Apply your knowledge of how to make an invoice in Excel now. Create polished sales records, then share them with a customer.
Download an Excel invoice template from Envato Elements to get started.
Editorial Note: This tutorial was first published in January of 2018. It's been completely rewritten by Andrew Childress to make it more accurate and up to date.
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This content originally appeared on Envato Tuts+ Tutorials and was authored by Andrew Childress
Andrew Childress | Sciencx (2017-12-11T16:08:04+00:00) How to Create an Invoice in Excel Using a Template. Retrieved from https://www.scien.cx/2017/12/11/how-to-create-an-invoice-in-excel-using-a-template/
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