Blank Invoice Templates in MS Word
Invoicing customers can be a complicated and time-consuming part of running a business, but it doesn’t have to be. With our free invoice templates, you can create professional invoices in MS Word, so there is no need for expensive software. This guide offers information on the benefits of using Word, and how to use the program to create an invoice from scratch. We have also provided a range of blank invoice templates for you to download and customize to suit your business needs. It’s important to note that this guide does not cover invoicing legal requirements, such as your sales tax obligations, and only covers Word’s role in the design and creation of invoices.
Using MS Word for Billing
There are many invoicing solutions available, including invoice software and online invoice creation tools. If you are a small business owner, you may not need a full invoice software package, but you will still want to have a simple, convenient solution that is also inexpensive. Here are the main benefits of using MS Word as your business invoicing solution:
- No fees – Some invoice software packages incur a hefty purchase price or require ongoing subscription fees. MS Word is a software application usually included with computer purchases, so it is a cost-effective way to create invoices. Many invoicing solution providers base their fees on businesses raising a minimum number of invoices each month. This is not the case with MS Word as you can create 1 or 100 invoices without having to pay a premium for the privilege.
- Ease of use – What attracts business owners to using MS Word is its simplicity. It is one of the more recognizable and user-friendly word processing applications, and there are countless online tutorials available if needed. The intuitive formatting means that you don’t have to be a computer whiz to create a document that is both functional and professional looking.
- Flexibility – The beauty of MS Word is the ability to integrate with other programs and incorporate items from other applications and sources. You can cut and paste Excel spreadsheets, insert downloaded images, and email an invoice, all via MS Word. Another advantage is being able to save invoices in a variety of formats such as PDF and as a web page.
Despite the definite benefits, MS Word does have its limitations. As examples, MS Word can’t be used for complex equations, and it can’t automate calculations. If you need this level of functionality, it may be better to use MS Excel instead. We have a great range of free MS Excel invoice templates ready for you to download and use.
How to Create an Invoice in MS Word
When creating your own invoice, you first need to open a blank Word document. You should then add the following sections:
The heading should include your business name or logo and the word “Invoice” in a large font to make it clear that the document is separate from price quotes and estimates. You can use the Header option in Word as a way to insert the heading items only once and have them repeat on subsequent pages. If you have a company logo, you can place it in the header by inserting a picture file, then resizing and positioning it as desired.
For consistency across your business documentation, ensure that all written items, including the heading, are displayed in the same font. According to a study by the Software Usability and Research Laboratory, the most legible fonts are Arial, Courier, and Verdana, with Times New Roman the least preferred.
Invoice Date/Payment Due Date
The issuing date of the invoice and the payment due date should be displayed near the top of the document, usually directly below the header. Using MS Word, you can select the Automatic Date feature that automatically inserts the date for you. This feature is useful if you mail out hard copies of your invoices; however, if you send invoices electronically, the current date always displays when viewed. If this is the case, you may prefer to insert the invoice and payment due dates manually.
If you send multiple invoices out, numbering them allows you to track them more easily. There are a couple of options for numbering invoices:
- Sequential numbering – This method enables you to store all invoices in one folder and is useful if you do not want to arrange your invoices by client. In MS Word, you can use an AutoNew macro that will automatically create a sequential number for each new invoice, avoiding the potential for duplicated or skipped invoice numbers.
- Individual numbering per client – With this method, you can create separate invoice folders for each client, and you may wish to include the client’s name within the invoice number, one example being “PJones1.” While this may be your preferred method, it means that you will need to insert the invoice number manually instead of using MS Word’s sequential numbering function. You will need to:
- Insert a text box
- Click and drag to size and position the text box within the document
- Type in the invoice number
Whichever method you choose, the invoice number should appear near the top of the invoice and should correspond with relevant documentation previously sent to the customer e.g. a quote or job estimate number.
Business and Client Information
To add your business and client information, first insert a text box, and split it into two columns labeled “BILL FROM” and “BILL TO.” Then click and drag to resize and position the text box as desired, and type in the information to the respective column.
The business contact information should include (where applicable) your business:
- mailing address
- phone number
- fax number
- email address
- web address
Your should then list (where applicable) the client’s:
- name of the accounts payable person>
- mailing address
- phone number
- fax number
- email address
If you are sending the invoice electronically, you have the option of including form fields, a function that enables the recipient to provide the required information in a fillable text box.
In any invoice, you will need to include billing information that clearly outlines what the invoice is for and what the customer owes for each product or service.
With MS Word, you can use the Tables feature to easily create a table with rows and columns that can be formatted as required. Across the top row, you should add the following headings:
- ID – This is a sequential number, usually starting with “01,” for quick reference if needed.
- DESCRIPTION – This may include details on items such as services, materials, labor, and customer discounts. Instead of a full text description, you may wish to include a billing code e.g. “MAT” for materials, or “DISC” for customer discounts.
- QTY – This column is to display the quantities of each line item..
- PRICE – This is a per unit cost, and it should display the relevant currency e.g. $70.00.
- TOTAL – This is a manual calculation of the unit quantity x unit price.
If you’re charging sales tax, this should be displayed below a subtotal of the itemized charges, and before the overall total, which can be bolded so as to stand out from other figures.
Since MS Word does not have a sophisticated automatic calculation function, you will need to manually calculate the subtotal and total and insert these figures into the appropriate table cells.
The “Payment Terms” section, also referred to as “Terms and Conditions,” are often displayed below or the billing information. Insert another text box, bold the heading, and add your text. Common terms include “Please pay within [x] days,” “Due on receipt,” or “Due within [x] days.”
You will need to let customers know how they can pay the invoice amount, so a separate text box for the payment details should be inserted next to or below the payment terms. Your payment details may include the following sections:
- An appropriate heading (bolded) e.g. “Please make a payment to”
- Beneficiary (Company) Name
- Beneficiary Account Number
- Bank Name and Address
- Bank Swift Code
- IBAN Number
If you accept other payment methods such as PayPal, insert the relevant logo, resize and position it, and if you are sending the invoice electronically, add a hyperlink to direct the customer straight to the web payment portal.
You may also wish to include a simple “Thank you for your business” in its own text box or within the document footer as a friendly sign-off to your customers.
Saving & Sending Your Invoice
You’ve created your invoice, and now you need to send it to your customer for payment. Using MS Word, you can save the invoice as a PDF file then attach it to an email prior to sending. One benefit of the PDF format is that the customer will able to open and view it easily in any browser. Secondly, PDF documents are secure and are “read-only,” meaning that they cannot be altered once sent.
Free Template Examples
If you’ve decided that invoice template for Word is exactly what your business needs, but don’t have the patience to install an invoice generator, or the time to start one from scratch, take a look at our examples. All you need to do is download the invoice design you like, amend the information to suit your business, and you’re ready to send a professional invoice to your customers.
Need help with different invoice formats? See other examples we have: freelance invoice templates tailored for freelancers and contractors, commercial invoice for commercial transactions, service invoice template for both professional and non-professional services, and photographer invoice template with various invoicing methods. You can also download a proforma invoice to confirm the commitment to sell goods for a certain price and at certain terms.