Free blank invoice templates

More than 25 professional invoice templates for word and excel

Smart billing and invoicing with
a powerful all-in-one business app

Boost your cash flow with smart billing and invoicing, now made easy with vcita’s all-in-one business app – a powerful yet simple app that helps you manage your time, money, clients, and marketing. With vcita you can do so much more than just creating invoice templates.

  • Beautiful, customizable branded invoices

    Add your logo and company information, currency, tax rates and discounts, to create professional invoices that your clients can understand and pay quickly.

  • Manage your entire billing life-cycle from a single app

    Quickly create and send estimates, invoices and receipts and let your clients pay directly from an estimate or invoice. vcita’s business app uses smart invoices that auto-populate with the latest services and packages you provided your clients.

  • Mobile Payments for quick hassle-free collection

    Allow your clients to settle their bills directly from their mobile phones. Just send them a payable link directly to their email or text so they can pay with a couple of taps.

Create your first invoice with vcita

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Free invoice templates vs. vcita invoicing software

Types of invoice templates used by small businesses

Timesheet invoice template

What it’s for: anyone who needs to bill time by the hour. Our timesheet invoice formula multiplies the hours you worked by your hourly fee to give you an automatic total.

Who it’s for: freelancers, contractors, legal professionals, and other service providers.

Standard invoice template

What it’s for: it’s our generic invoice, with most of what a small business needs. It has spaces for contact info, an invoice number, invoice items, and a clear total.

Who it’s for: any business owner that needs a versatile invoice template.

Recurring invoice template

What it’s for: recurring fees that repeat on a regular basis, whether they’re for an hourly service or a subscription.

Who it’s for: therapists, online tutors, cleaning professionals, subscription box businesses.

Pro forma invoice template

What it’s for: also known as estimates, they’re invoices you send before a job is complete. They’re handy for letting clients know how much they should expect to pay.

Who it’s for: mechanics, contractors, landscapers, and other industries that use estimates.

Past due invoice template

What it’s for: client missed a payment? Remind them with our past due invoice template. It has space for your late payment penalties, fees, or interest.

Who it’s for: business consultants, law firms, freelancers, and other business owners that don’t charge clients at the point of service.

Mixed invoice template

What it’s for: combining debit and credit amounts on a single invoice. It’s helpful if you need a total that includes both a refund and an amount due.

Who it’s for: hair stylists, cleaning professionals, and other business owners who might issue refunds once in a while.

Interim invoice template

What it’s for: charging for only a portion of a larger job. This helps keep your client up to date on the status of a project, and helps your cash flow by breaking up larger payments.

Who it’s for: designers, architects, lawyers, and professionals that work on large jobs.

Final invoice template

What it’s for: larger projects that are fully completed. It’s highly detailed, giving a summary of all the services provided over the course of the project.

Who it’s for: contractors, programmers, landscape architects, or other business owners taking on large projects.

Expense invoice template

What it’s for: billing for expenses incurred on the job. Mileage, job materials, hotel stays—you can include it all on one convenient invoice template.

Who it’s for: contractors, architects, or other industries that typically bill their clients for project expenses.

Electronic invoice template

What it’s for: electronic invoices (usually delivered via email) are now the norm. This template is easy to convert to a .pdf, helping your business stay as paperless as possible.

Who it’s for: any and all business owners who prefer email over snail mail.

Debit invoice template

What it’s for: modifying your record of the amount owed by a client without creating a whole new invoice. They’re helpful for small adjustments to an invoice you’ve already issued.

Who it’s for: designers, contractors, programmers, and other professionals who get requests for a bit extra on a large project.

Credit invoice template

What it’s for: refunds and returns, or when you’ve accidentally overfilled a client. Credit invoice amounts are always negative; they serve as a record of a refund.

Who it’s for: businesses with refund policies, such as hairstylists, contractors, and cleaners.

Commercial invoice template

What it’s for: shipping to clients internationally. With fields for contents, weight, quantity, and value, they help customs decide whether your package can cross the border.

Who it’s for: online retailers, or any business owner selling goods that ship to other countries.

Types of invoice templates used by small businesses

Timesheet invoice template

What it’s for: anyone who needs to bill time by the hour. Our timesheet invoice formula multiplies the hours you worked by your hourly fee to give you an automatic total.

Who it’s for: freelancers, contractors, legal professionals, and other service providers.

Standard invoice template

What it’s for: it’s our generic invoice, with most of what a small business needs. It has spaces for contact info, an invoice number, invoice items, and a clear total.

Who it’s for: any business owner that needs a versatile invoice template.

Recurring invoice template

What it’s for: recurring fees that repeat on a regular basis, whether they’re for an hourly service or a subscription.

Who it’s for: therapists, online tutors, cleaning professionals, subscription box businesses.

Pro forma invoice template

What it’s for: also known as estimates, they’re invoices you send before a job is complete. They’re handy for letting clients know how much they should expect to pay.

Who it’s for: mechanics, contractors, landscapers, and other industries that use estimates.

Past due invoice template

What it’s for: client missed a payment? Remind them with our past due invoice template. It has space for your late payment penalties, fees, or interest.

Who it’s for: business consultants, law firms, freelancers, and other business owners that don’t charge clients at the point of service.

Mixed invoice template

What it’s for: combining debit and credit amounts on a single invoice. It’s helpful if you need a total that includes both a refund and an amount due.

Who it’s for: hair stylists, cleaning professionals, and other business owners who might issue refunds once in a while.

Interim invoice template

What it’s for: charging for only a portion of a larger job. This helps keep your client up to date on the status of a project, and helps your cash flow by breaking up larger payments.

Who it’s for: designers, architects, lawyers, and professionals that work on large jobs.

Final invoice template

What it’s for: larger projects that are fully completed. It’s highly detailed, giving a summary of all the services provided over the course of the project.

Who it’s for: contractors, programmers, landscape architects, or other business owners taking on large projects.

Expense invoice template

What it’s for: billing for expenses incurred on the job. Mileage, job materials, hotel stays—you can include it all on one convenient invoice template.

Who it’s for: contractors, architects, or other industries that typically bill their clients for project expenses.

Electronic invoice template

What it’s for: electronic invoices (usually delivered via email) are now the norm. This template is easy to convert to a .pdf, helping your business stay as paperless as possible.

Who it’s for: any and all business owners who prefer email over snail mail.

Debit invoice template

What it’s for: modifying your record of the amount owed by a client without creating a whole new invoice. They’re helpful for small adjustments to an invoice you’ve already issued.

Who it’s for: designers, contractors, programmers, and other professionals who get requests for a bit extra on a large project.

Credit invoice template

What it’s for: refunds and returns, or when you’ve accidentally overfilled a client. Credit invoice amounts are always negative; they serve as a record of a refund.

Who it’s for: businesses with refund policies, such as hairstylists, contractors, and cleaners.

Commercial invoice template

What it’s for: shipping to clients internationally. With fields for contents, weight, quantity, and value, they help customs decide whether your package can cross the border.

Who it’s for: online retailers, or any business owner selling goods that ship to other countries.

More invoice templates for specific industries

Invoice templates for cleaning businesses

Download our selection of free invoice templates for dry cleaning, office cleaning, carpet cleaning, window cleaning and many other invoice templates customized for cleaners.

Invoice templates for consultant businesses

Download our wide selection of invoice templates for business consultants, legal consultants, SEO consultant, IT consultants, health consultants and many other invoice templates tailor made for consultants.

Invoice templates for contractors

See our selection of invoice templates designed for more than 10 different types of service contractors:
Electric contractors, roofers, landscapers, home repair contractors, design contractors and many other types of contractors.

How do I create an invoice?

  • Download our free invoice template package

  • Choose the template best suited for your needs.

  • Rename the template file. For example: “‘MyBusinessName_InvoiceTemplate”

  • Update your Excel or Word invoice with your company details:

    Add name, address, phone, email, and website.

  • Add your business branding

    Drop in your business logo, colors, fonts or other graphics that speak your brand language.

  • Add invoice number

    This should be a unique number that you can use for tracking.

  • Add invoice issue date

    The date when you plan on sending the invoice.

  • Add invoice due date

    When payment is due—make it bold!

  • Add your bank/payment details

  • Fill in the invoice with your client details

    Add their full name, address, email, or phone number.

  • Add services or products billed

    Our ‘Standard invoice’ contains 2 tables, one for hourly services and one for items. List each item or hourly service you need to bill for.

  • Add cost per item/hour and total hours/items billed

    Add your hourly rate or item price on each line, and the total amount for each one. This makes it easy for your client to see how you’ve calculated the total.

  • Add sales tax

    If you’re charging sales tax, add it in the tax field before the total amount due.

  • Add your terms and conditions

    This is the place to add late payment fees and other conditions that may apply.

  • Save as PDF

    For safety & security reasons we highly recommend saving and sending the file as a locked PDF, not the original file.

Download free invoice templates for Excel and Word

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

Choosing the right invoice template

With hundreds of templates to choose from, it’s tough to choose just one! Narrow down your choices by making sure your invoice fits:

  • 1. Your industry

    Choose an invoice that fits the invoicing conventions of your industry. For example, legal invoices usually have a serious, professional look, while a florist might go for something a little more decorative. Although stepping out of the box can be worthwhile sometimes, your invoice shouldn’t stray too far from what your clients expect. Fortunately, we’ve organized our invoice templates by common industries we work with, to make your search easier.

  • 2. Your business

    As you’re looking through invoices, pick one that fits your business type. If you design sleek websites for corporate clients, your invoice should probably look a little like your design work: highly polished and professional. But if you design beer labels, it’s probably better to go with a more casual look. Choose the invoice template that fits your business niche within the larger industry.

  • 3. Your brand

    Successful business owners know that having a unique angle can set you apart—usually, it’s captured in your brand voice. Make sure your brand shows up on your invoice too! Choose an invoice template that you feel comfortable modifying with your logo, brand colors, and signature fonts.

  • 4. Your preferred format

    Excel gurus will swear by Excel for just about everything, but you can make a great invoice in Word too. It just depends on what you need. If you’re invoicing for a lot of smaller items, Excel is your friend. You’ll be able to use excel functions to calculate the totals of each individual item, then add tax. If you just invoice one larger amount and you’re not crazy about Excel, use Word to create simple invoices that are a little more user friendly. Whatever format you choose, make sure to save it as a .pdf before you send it to your client, so the content can’t be altered.

  • 5. Your details

    This goes hand-in-hand with what format you should choose. When you’re invoicing an hourly service, you’ll need a space for the number of hours and amount per hour you charge. If you’re selling a product, you need spaces for the total price of each item and its ID number. Make sure that there’s space on your invoice for all the details you need to include, given what you’re charging for.

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Invoicing FAQ

  • How do I get clients to pay me on time?

    It’s a question business owners ask themselves often. Some clients will always pay you late, but you can avoid it by:

    • Setting clear payment terms. Make sure your client can see the due date and late payment fee clearly, somewhere on your invoice.
    • Allow for multiple payment options. You client might not have money on their credit card right now, but maybe they can pay you via PayPal. When you create options, you reduce the number of steps it takes for clients to pay you.
    • Send email and text reminders before payment is due. Sometimes, life gets busy and clients just forget. Sending a gentle reminder will help them remember they need to pay you.
    • Send invoices on Monday. Research shows that most clients check their email early in the week, at the beginning of the day. So sending your invoice before 9am on a Monday will help it get paid faster.
    • Include a link on the invoice. The key to quick payment? Make it easy as possible. Having a link to payment directly on your invoice means your client won’t have to search for your payment page. Fortunately, it’s easy to do this with vcita invoicing software!

  • What are the standard invoice payment terms?

    The quick answer is: it depends. Whether you choose Net 10, Net 15, or Net 30 payment terms depends on things like:

    • Your cash flow: how long can you realistically wait to be paid for your work? If you have cash flow issues, Net 10 or Net 15 payment terms can help.
    • Your clients: can your clients send you invoices in 10 or 15 days? Some larger clients might need 30 days to issue payment, while smaller businesses might not have as much of a turnaround.
    • Your late fees: it’s a good idea to have payment terms that match your late fees, or vice versa. Generally, the longer the payment term, the higher your late fees can be.
    • Your industry: finally, there are just some industries that conventionally have Net 30 payment terms. Do a little digging and research what the standards are in your line of work, so you know what your clients will expect.

  • How do I let clients know I’ve received their payment?

    When clients pay you, it’s a good idea to send confirmation that you’ve received their payment. It’s an opportunity to thank them for their business, and a record they can keep. The best way to do it is by sending them a receipt. You can use vcita’s receipt templates, or you can create them automatically with vcita’s invoicing software.

  • How do I invoice if I’m not VAT/GST registered?

    You can still send an invoice if you’re not registered for VAT or GST—just delete the tax field on your invoice. If you meet the income threshold for VAT or GST, you should register as soon as you can. However, you can still retroactively extract the VAT or GST from your income if necessary. And keep in mind that putting VAT or GST on your invoice isn’t just for your benefit. It also benefits clients that can claim the taxes back on their return.

  • What do I need to include on my invoice?

    In addition to your list of invoice items, you should include a clear total. You’ll also need to put your information, your client’s information, and the invoice number somewhere on the invoice. Don’t forget about project-specific information. This can be helpful for keeping track of multiple projects with the same client. For a complete list, take a look at our Ultimate Guide to Invoicing.

  • Can I switch up the format?

    You could, but there might be drawbacks. Invoices should be branded, but your design shouldn’t undermine their purpose. With AI invoice capture on the rise for big businesses, unconventional invoices might take longer for bigger clients to pay. Even smaller clients have likely seen enough invoices that they know where to look for certain things. Switch up the format too much, and you risk making your invoice confusing.

  • How often should I invoice?

    How often to invoice depends on what work you’re doing. Once a month is a common standard, but freelancers, consultants, and lawyers might instead send invoices for a specific project or consultation as soon as it’s over. Whatever you decide, be consistent so your clients know what to expect.

Estimates and invoice software

From the first “hello” to the final invoice

Get paid 60% faster with a client billing software that supports your entire billing lifecycle:

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