Free blank invoice templates

Choose among more than 25 unique invoice designs for Word or Excel.

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Special format invoice templates

Timesheet invoice template

Timesheet invoices are used when the billing unit is a unit of time. Professionals who bill by the hour frequently use timesheet invoices to keep track of their earnings.

Standard invoice template

The workhorse of the bunch, the “standard” invoice covers most of what a small business will need in the course of its operations. Includes contact info for the business and the client, a unique invoice number (to identify and distinguish this transaction from any others), and the amount that is due

Recurring invoice template

A recurring invoice is one that repeats on a regular basis, often monthly, and is frequently used by small businesses that package their services based on a repeating, regular fee. For example, a security company may charge a monthly alarm monitoring fee to a client.

Pro forma invoice template

A pro forma, or estimate, invoice is sent before the job is completed to give the client or customer notice of how much you expect a given job to cost. These are frequently used in industries where the eventual cost of a service varies depending on details that cannot be known at the time the contract is entered into, like auto repair.

Past due invoice template

Past due invoices are sent when a client has missed a payment deadline for a previously issues invoice. These frequently contain late payment penalties, fees, or interest.

Mixed invoice template

Mixed invoices combine both debit and credit amounts onto a single invoice. So, if you were to issue a refund for a returned product and request payment for a product provided in substitution, you may issue a mixed invoice. Whether the amount is positive or negative depends on which amount is higher, the credit or the debit.

Interim invoice template

Interim invoices require payment of a portion of the total cost of a large job after the completion of only a portion of it. Interim invoices are used to keep a client apprised of the current status of a large job, as well as to “smooth out” cash flow over longer periods of time by breaking up the payment for one large job into smaller, interim, payments.

Final invoice template

A final invoice is the last invoice sent to a client once a job has been fully completed. It’s highly detailed and often refers to all the services that have been provided.

Expense invoice template

Expense invoices, or expense reports, are frequently submitted by employees or contractors for reimbursement for expenses incurred while on the job. Your small business may send these if you incur expenses while fulfilling a contract for a client, in which case the expenses would be called “disbursements.”

Electronic invoices are simply any of the above forms of invoice issued in electronic form. Increasingly common, electronic invoices allow for greater flexibility, simpler record-keeping, and greater ease-of-use for the small business.

Debit invoice template

Debit invoices modify a previous invoice by increasing the amount owed by the client to the business. Think of them as the opposite of a credit memo. If, for example, your business performs an additional hour of work on a contract at the client’s request, but an entirely new standard invoice isn’t called for, you may issue a debit invoice instead. The amounts are always positive, to reflect an increase in the amount owing to the business.

Credit invoice template

A credit invoice becomes necessary when your business wishes to refund or return an amount of money to a client or customer. So, for example, if a customer returns a product or you discover that you’ve overbilled a client, you may need to issue one of these. Credit invoice amounts are always negative amounts, to distinguish them from standard invoices.

Commercial invoice template

Commercial, or international, invoices contain additional information often required by customs agencies when deciding whether to permit a package to cross an international border. Information like a description of the contents, weight, quantity, and value might be included.

Special format invoice templates

Timesheet invoice template

Timesheet invoices are used when the billing unit is a unit of time. Professionals who bill by the hour frequently use timesheet invoices to keep track of their earnings.

Standard invoice template

The workhorse of the bunch, the “standard” invoice covers most of what a small business will need in the course of its operations. Includes contact info for the business and the client, a unique invoice number (to identify and distinguish this transaction from any others), and the amount that is due

Recurring invoice template

A recurring invoice is one that repeats on a regular basis, often monthly, and is frequently used by small businesses that package their services based on a repeating, regular fee. For example, a security company may charge a monthly alarm monitoring fee to a client.

Pro forma invoice template

A pro forma, or estimate, invoice is sent before the job is completed to give the client or customer notice of how much you expect a given job to cost. These are frequently used in industries where the eventual cost of a service varies depending on details that cannot be known at the time the contract is entered into, like auto repair.

Past due invoice template

Past due invoices are sent when a client has missed a payment deadline for a previously issues invoice. These frequently contain late payment penalties, fees, or interest.

Mixed invoice template

Mixed invoices combine both debit and credit amounts onto a single invoice. So, if you were to issue a refund for a returned product and request payment for a product provided in substitution, you may issue a mixed invoice. Whether the amount is positive or negative depends on which amount is higher, the credit or the debit.

Interim invoice template

Interim invoices require payment of a portion of the total cost of a large job after the completion of only a portion of it. Interim invoices are used to keep a client apprised of the current status of a large job, as well as to “smooth out” cash flow over longer periods of time by breaking up the payment for one large job into smaller, interim, payments.

Final invoice template

A final invoice is the last invoice sent to a client once a job has been fully completed. It’s highly detailed and often refers to all the services that have been provided.

Expense invoice template

Expense invoices, or expense reports, are frequently submitted by employees or contractors for reimbursement for expenses incurred while on the job. Your small business may send these if you incur expenses while fulfilling a contract for a client, in which case the expenses would be called “disbursements.”

Electronic invoices are simply any of the above forms of invoice issued in electronic form. Increasingly common, electronic invoices allow for greater flexibility, simpler record-keeping, and greater ease-of-use for the small business.

Debit invoice template

Debit invoices modify a previous invoice by increasing the amount owed by the client to the business. Think of them as the opposite of a credit memo. If, for example, your business performs an additional hour of work on a contract at the client’s request, but an entirely new standard invoice isn’t called for, you may issue a debit invoice instead. The amounts are always positive, to reflect an increase in the amount owing to the business.

Credit invoice template

A credit invoice becomes necessary when your business wishes to refund or return an amount of money to a client or customer. So, for example, if a customer returns a product or you discover that you’ve overbilled a client, you may need to issue one of these. Credit invoice amounts are always negative amounts, to distinguish them from standard invoices.

Commercial invoice template

Commercial, or international, invoices contain additional information often required by customs agencies when deciding whether to permit a package to cross an international border. Information like a description of the contents, weight, quantity, and value might be included.

Much more than invoice templates…

Vcita billing and invoicing software supports you with much more than professional invoice templates – vcita supports your full billing cycle:

Create professional invoices in one simple click.
Add your logo and company information, choose your currency and set multiple tax rates. Easy peasy.

Invoice tracking
View pending, paid and overdue invoices from your billing dashboard.

Get paid from anywhere
Reduce frictions by offering easy, flexible payment options. Accept payments online or by mobile 24/7 by adding a simple payment button to your invoices and send your invoice by SMS to your client.

Say goodbye to overdue invoices
Send automatic, friendly payment reminders per SMS and Email to make sure your clients pay in a timely manner.

Download invoice templates for Word

Package of 13 invoice templates for Microsoft Word in .Docs format

Tips for formating invoice templates in Word

  • Use preformatted invoice templates from Word’s library

    Microsoft Word comes complete with a variety of different searchable templates to use when you’re creating a new document. To create an invoice document, search the term “invoice” in the template search box, and Word will show you different options for creating a new invoice that fits to your line of business.

  • Use vcita’s professional invoice Word template

    If you really want to take all the guesswork out of the process, simply download vcita’s ready-made Microsoft Word invoice template. It comes pre-formatted with all the necessary fields and functions you’ll need to create a professional and functional invoice in seconds. At the same time it allows you to customize the template with your own logo and brand colours.

Download invoice templates for Excel

Package of 13 invoice templates for Microsoft Excel in .Docs format

Tips for formating invoice templates in Excel

  • Use Excel’s invoice templates

    Like Word, Excel comes with several invoice templates pre-installed. When you’re creating a new document, search “invoice” in the template search box. Excel will show you several different formats and styles of invoices. Simply choose the one that suits your purposes best and fill it in!

  • Working with formulas

    If you’re making an invoice template from scratch in Excel, remember to make heavy use of the formula functionality. Otherwise, you’ll need to enter in the amounts for every field manually, which defeats the purpose of using software as powerful as Excel.

  • Use vcita’s Professional Excel invoice template

    Like the Word template, vcita’s ready-made Excel template is everything that you could need in an Excel-based invoice. Making full use of Excel’s extensive formula and formatting functionality, vcita has thought of everything you’ll need to create an effective and simple invoice in Excel.

Disadvantages of manual invoice templates

  • Tracking

    Working with invoice templates, where you manually configure and send invoices to clients, leaves you with no ability to tell which invoices are paid, which are due, and which are overdue.
    Trying to tally the totals of the invoices that fall into each of these categories requires a lot of additional manual labor and time (which you probably do not have).

  • Taxes

    When it comes time to prepare your taxes, or even when you want to organize your finances and get a good snapshot of where your business stands at any given time, manual invoicing will have done you no favors. The amount of work required to categorize and total all your earnings for tax or planning purposes can be staggering. Even finding one particular invoice template out of many can be a daunting task when the templates are not organized electronically.

  • Accessibility

    Lastly, features that software users take for granted, like online payments and automatic payment reminders for clients, are nowhere to be found when working with manual invoice templates. The lack of these features alone can significantly increase your accounts receivable and overdue invoice balances by creating obstacles to payment for your clients.

Advantages of automatic invoicing

  • Estimates, invoices and receipts in one seemless flow

    vcita allows you to quickly create estimates based on pre-set hourly or service rates. So, for example, you may specify that your consultancy services cost $100.00 per hour or that website design costs $200.00 per web page. Whatever you work with hourly rates or you charge per items you are covered by vcita’s flexible estimate templates. Vcita invoicing software allows you to enter the Moreover you have the option easily to convert an estimate into a professional invoice template, and finally convert the invoice into a professional looking receipt when you have received your client’s payment.

  • Track clients balance and payment histories

    Vcita invoicing software easily let’s you track of ongoing client balances. With the click of a button, you can see how much a client owes your business. At the same time you will see when and how much a client has paid you in the past, and whether those payments were on time or overdue.

  • Automatic invoice reminders

    Reminders can be a powerful way to nudge your clients to pay invoices that are coming due or are already overdue. Vcita allows you to send automated reminders that your clients’ bills are due or past due. This feature alone can reduce your outstanding overdue invoices significantly. Moreover you can set up reminders to yourself when client’s payments are due so you don’t need to worry about forgetting payments by the end of the month.

Track overdue invoices. Send reminders. Get paid by mobile.
Start your 14-day free trial today.

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