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Invoice templates for small businesses
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For business owners
Types of invoice templates used by small businesses
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Tax invoice templates for specific countries
What it’s for: Our invoice template specifically designed for Australian entities that have an ABN (Australian Business Number) and include a GST (Goods and Services Tax, a 10% fee that sole traders need to charge if earning over AUD$75,000/year from a single business) amount. This template includes fields for GST calculation and amount, ABN number, contact details, invoice number and date, invoice items, payment details, and additional notes.
Who it’s for: This template is useful to sole traders and freelancers (who need to include the words “Tax Invoice” on their invoices), as well as registered businesses with an ABN, earning more than AUD$75,000 a year or simply wanting to register for the GST for any reason, even if their annual earnings are below the GST threshold. If you’re not registered for GST, you can leave this part out or just title it as “Invoice”.
What it’s for: This invoicing template is designed for entities operating on Australian soil that don’t need to register or charge GST (Goods and Services Tax). The template includes all the other fields necessary for a complete invoice – contact information, invoice number and issue date, due date, invoice items and description, pricing, ABN (Australian Business Number – if you’re registered as a business), payment details, and additional notes.
Who it’s for: This template can be used by all sorts of small businesses, freelancers, and solopreneurs that operate on Australian soil and don’t earn more than AUD$75,000 in a single tax year from a single business. Do note that you have to register for GST when you’re approaching this threshold, in which case you should use an invoice template that has a GST field.
What it’s for: This invoice template is relevant for the area of the UK and it takes into account VAT (Value Added Tax), which is calculated as 20% of the cost for the provided services or goods, or 5% if these are reduced-rate goods or services. Some items are subject to 0% VAT but they still need to be reported as they’re not the same as VAT-exempt items.
In addition to featuring spaces for the VAT rates and amounts, as well as the supplier’s VAT registration number, our template allows you to input full contact details of both you and your client, invoice number and date, the list of items along with their description, prices, and additional notes.
Who it’s for: Businesses and solopreneurs (domestic or foreign) selling all kinds of services or goods to the UK customers that qualify for charging and reporting VAT. Service and goods providers are required to register an account for VAT on sales, purchases above specified limits, and production of taxable items if they earn more than £85,000 per year.
What it’s for: This template provides all the fields needed for invoicing services and items to your clients, including contact information, invoice number and issue date, due date, the list of items along with their description (quantity, length, etc.), prices, payment details, and additional notes – everything except the VAT (Value Added Tax) details, as these are only required for entities that need to charge or report VAT.
Who it’s for: Ideal for small businesses, freelancers, and solopreneurs operating on the UK soil that don’t need to charge VAT, such as those selling VAT-exempt items or whose earnings are below the turnover threshold of £85,000 per year.
What it’s for: This template was designed with the New Zealand-specific GST (Goods and Services Tax) in mind, which is why it includes fields for supplier GST number, GST rates and amounts (15% standard rates, 9% reduced rates), and an IRD number (unique New Zealand tax reference number provided by Inland Revenue).
Other built-in fields in our template include those for contact information of both sides (supplier and customer), invoice number and issue date, payment due date, item list with descriptions, quantity, rates, payment details, and additional notes.
Who it’s for: Businesses and solopreneurs (domestic or foreign) providing services or goods in New Zealand, with an annual turnover of more than NZD$60,000 and for invoices over the NZD$50 threshold. Do note that invoices below NZD$1,000 don’t need to include the customer’s name and contact information or detailed GST calculation. Tax invoice isn’t required for sales below NZD$50.
What it’s for: Our invoice template is ideal for invoicing your clients when you don’t need to input any GST (Goods and Services Tax) details. Instead, it focuses on all the other fields necessary to complete an invoice for the area of New Zealand, including contact information, invoice number and issue date, payment due date, item list with descriptions, quantity, rates, payment details, and additional notes.
Who it’s for: Various small businesses, freelancers, and solopreneurs (domestic or foreign) with customers in New Zealand, without the requirement to register GST, i.e. working part-time or generating or expecting to generate less than NZD$60,000 per year.
What it’s for: An invoice template that takes into account the Canadian Harmonized Sales Tax (HST), which is a combination of federal and provincial taxes on services and goods in five Canadian provinces. This rate is 15% in Nova Scotia, 13% in Ontario, New Brunswick, and Newfoundland/Labrador, and 5% in British Columbia.
In addition to providing a field for inputting the charged HST amount and GST (business) number, this template features fields for business and customer details, invoice number and date, business registration number, an itemized list of provided services or goods, quantity, prices, totals, and any additional notes.
Who it’s for: All sorts of businesses operating in Canada that are required to register and report HST, i.e. those whose earnings exceed CAD$30,000 in a single calendar quarter or over the previous four (or fewer) consecutive calendar quarters. Those below this threshold may choose to register for HST voluntarily.
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 so many 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.
What is an invoice?
An invoice is a document which a business uses to request payment from its clients for the provided services or products. It contains an itemized list of these services/products along with their pricing, rates, amount owed, and other relevant information.
This is how businesses get payments, keep proper records, and meet their accounting and taxation requirements. An invoice is also evidence that the business has provided the requested services/goods to the client.
To clients, invoice is the source of information on which services/goods they got from a specific business, their pricing, rates, length, amount, and how much they are required to pay this business for the provided services/goods.
A business can send an invoice before it provides the service/goods or after (usually the latter). It can send it on a specific day of the week or time of the day it decides is most suitable.
An invoice differs from a credit note. Specifically, an invoice is the itemized list of services/products being purchased. A credit note is a promissory note offered to clients in exchange for returned orders.
The main difference between an invoice and an estimate is that estimates aren’t obligatory. In other words, the amount in the estimate is not considered an amount owed by the client to the business. On the other hand, an invoice is a formal statement of the amount owed.
An invoice also differs from a receipt, which is evidence of payment from the client. In contrast, an invoice is both evidence that the business has provided the ordered services or goods and a payment request.
A bill is a more generic term from an invoice and may refer to a number of different documents, invoices included. Generally, both an invoice and a bill convey the same information, with the only difference being the viewpoint – that of the business or the client. In other words, the business providing a service/goods will call an invoice what its recipient will call a bill.
What is a bill only invoice?
A bill only invoice is a special purpose invoice that is used for services or items procured in specific, unconventional situations, i.e. not through the traditional procurement process.
For instance, a vendor may provide a hospital with a specialized implant or equipment and then its representative may work together with the surgeon/hospital staff to set it up. The vendor may have also purchased the implant from a third-party supplier. In such a situation, this vendor will provide the hospital with a bill only invoice.
Services and goods acquired this way still pass the normal approval processes. Just like a regular invoice, a bill only invoice contains an itemized list of goods/services provided, their rates, pricing, total, and other information relevant to the specific sale.
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.
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.