Sending professional-looking and accurate invoices helps your business to be taken seriously by your clients.
There are plenty of ways to invoice. Microsoft Word and Google Docs have plenty of templates you can use. You can even get dedicated software to help build the best invoices in your industry.
Yet, the best way to create invoices is with Google Sheets. The benefit it has over word processors is the ability to keep track of your hours, materials, and other costs in real-time. So, there’s no need to import figures from one place into your invoice, it will already be there.
It’s also better than dedicated invoice software for the simple fact that it’s free to use!
In this tutorial, we are going to break down step by step how you can build your own invoices from scratch and provide you with a free Google Sheets invoice template so you can skip the nitty-gritty if you wish.
If you’d rather skip building your own template:
Otherwise, follow along with our Google Sheets invoice template free tutorial
Table of Contents
What You Should Include in a Google Sheets Invoice Template
Before we get carried away with the process of making a functional template, let’s take a look at what you need to include in a typical invoice.
You should have an appropriate title for your invoice which is usually your company’s name. Sole traders often use their own name and the service instead, such as Steve Petershams Bricklaying.
Your Company Details
Depending on where you live, it may be a legal requirement for you to include your address and phone number on invoices. Even if not, it’s a good idea to have contact details on invoices so customers can easily contact you with queries or for repeat business.
Since many larger businesses communicate through email chains, it’s a good idea to put your company’s billing email account in this section too.
You may also need to supply your tax information in your company details. This could be your LLC numbers, business license number, or any other relevant details for your country or state.
The Receivers Details
Sometimes you will send an invoice directly to a person within a larger company. In which case, you should include their name and position within the company in these details. But, it’s often fine to just invoice the overarching company.
It’s also a good idea to write contact details for the recipient too. This will help you keep track of your clients in the future if there’s any need to contact them again about services rendered by keeping a copy for yourself.
You should provide an invoice number and a date as well as a clearly visible label that identifies the document in an invoice. It’s also a good idea to outline the timeframe that the invoice applies to in this section.
A Description of Services Rendered and the Cost
This section is usually located in the center of an invoice.
Sometimes you will outline the service and indicate an hourly rate, the hours spent, and the total cost for those hours for each job completed during the invoice period. Other times, you will charge by the job instead and can forgo the section that indicates hours.
You should also include the cost of any parts or other physical expenses that you’re passing onto the customer in this section too.
It’s a good idea to make sure the list of work completed is itemized and dated so customers can easily identify when, and what work you completed for them.
Totals and Taxes
Depending on the service you offer, and where you live in the world, you may have to include a section to add or indicate tax in your invoice. You may choose to do this for each item in the services list, or add it to the subtotal.
It’s common practice to have a subtotal that doesn’t include taxes and to add the taxes after. The good thing about using Google Sheets as your invoice template is that you can do this automatically with a formula.
The point of creating an invoice is to get paid, right? So, you’ll need to include payment details on your invoice to ensure that happens. If using a bank, you should include the bank’s name, the branch id, and your account number.
However, with the amount of online work happening in the world at the moment, it’s often good enough to provide PayPal, Stripe, Payoneer, or any other online financial service account details instead.
Terms and Conditions
For many industries, you’ll need to indicate the terms and conditions of the invoice. One example could be a fee for late payment. You may also consider repeating any important contract terms from when you signed on for the gig.
Building an Invoice in Google Sheets
Now that you understand what you have to put into an invoice, it’s time to dive into how to build one in Sheets.
Step 1: Create a Title
This is pretty straightforward. You can do it with the following steps:
- Highlight the first six cells in row 1
- Navigate to Format > Merge cells > Merge all
- Type Invoice
- In the toolbar, pick an appropriate text size, text color, and background color (it’s best to use company colors where possible)
- Optional: Align the title to the center with the alignment option in the toolbar.
- Repeat steps 1-5 again with row 2, but type your company name instead of “Invoice”
Tip: to make it look professional you could use inverted colors in row 2 to the ones you used in row 1
Step 2: Add Company Details
Next, we’ll put the contact details for your business in.
- In cells A3 to A5, enter Phone Number:, Email:, and Website:
- Type Address: into cell D3
- Enter the details of your company in the adjacent cells to the titles. Use one row each for street address, city-state-country, and zip code
- Numbers will automatically align right in Sheets, so change them to left alignment by clicking the cell, then navigating to Format > Alignment > Left
Tip: if you have a long street name, you can make the F column longer so it will fit. Also, if you have issues with text wrapping, highlight all the cells and navigate to Format > Wrapping, and click on Overflow
Step 3: Add a Services Rendered Section
This is where you would have to put the appropriate heading for your business, whether you need to add quantities or hours is up to you. For our example, we will add both, but in different sections. We’ll do item costs and a second section for labor hours. You may want to format this section similar to in step 1.
Make sure you have the totals in column F so when we do calculations later it’s easier to SUM the totals.
Here are the steps to get the totals for each row:
- Click on the first cell with an item to cost. In our example, that’s F7
- Type = to indicate you are starting a formula
- Click on the first cell you wish to multiply by (D7)
- Use the * sign as the multiplication operator
- Click the second cell to use in the multiplication (E7)
- Click and drag the fill handle over the rest of the cells to apply the formula to
- Repeat for the second heading if you have one
Note: You could click and drag the formula down the whole column if you’d like, but you would have to reenter the “Invoice item cost” heading and formatting again for the second set of titles.
Tip: Since column F will all be in currency, you can format the cells by clicking the column header, navigating to Format > Number, and clicking Currency.
Step 4: Add Formulas for a Totals and Taxes Section
- Below the services section, format another heading section that says Totals or just leave it as a colored row
- Add appropriate headings for Subtotal, Tax, and Total in column E
- Next to the subtotal heading, type =SUM( and enter the cell range that has the invoice item costs, in our example that’s F7:F13
- Once you have the total, click the cell next to Tax and enter =(subtotal result cell) * (Tax rate) assuming a tax of 15% for our example we would type: =F15*15%
- Next to Total type =F16+F15, or the cells in your sheet that have the subtotal and tax in them
Note: If you add more rows to the sheet, you may need to update the formulas to include the new rows.
Step 5: Build the Footer
- Create another colored title bar with titles for Invoice Details, Payment Details, and Terms and Conditions.
- Enter the appropriate details under each heading
Note: You may need to experiment with resizing columns and rows, merging cells, and switching to wrapping text to fit all the appropriate information.
Step 6: Export and Send Your Invoice
You don’t want to email a Google Sheets file to your clients, so you’ll need to download your invoice as a PDF. To do this:
- Navigate to to File > Download > PDF.
- In the Formatting tab on the right side, uncheck the Show gridlines box
- Click Export in the top right corner
- Choose to print and post the invoice or send it via email
Quick Invoice Google Sheets Tips
- Keep your original invoice template for Google Sheets free of unnecessary details by making a new copy for each invoice (File > Make a copy).
- Make sure all your hours are accounted for and the details are correct, it’s unprofessional to rescind an invoice/
- Keep copies of all invoices you send, it will make your tax return much easier.
- To add rows to any section of the template, right-click the row header and click Add 1 row below
Google Spreadsheet Invoice Template FAQ
Does Google Sheets Have an Invoice Template?
There is one in the template gallery. There are also plenty of other templates online such as ours. You could even build your own template by following our guide above.
How Do I Create an Invoice in Google Sheets?
The simplest way is to use a template. But, if you need specific things to be included in your invoice, you could follow our guide and add the information to the appropriate sections.
Does Google Have a Free Invoice Template?
Yes, you can find an invoice template in the template gallery in Google Sheets, or you could download our template. These also work as a receipt template in Google Sheets.
Does Google Have an Invoice Generator?
Unfortunately, there are no invoice generators available. But, you could use a template to create as many templates as you’d like. Just make sure you navigate to File > Make a copy of the blank template for each new invoice.
How Do I Create a Google Sheet Invoice Template?
This article guides you through the process of creating an invoice template with the following steps:
- Create a title
- Add your business details
- Add a services rendered section
- Add formulas for totals and taxes
- Build the footer
- Export and send your invoice
Our Google Sheets Invoice Templates
Click these links to find the right Google Sheet bill template for you:
Wrapping up the Invoice Template Google Sheet Guide
Now that you know how to build your own Google Sheets invoice template, you can create one that suits your exact business needs. But, that’s just the tip of the iceberg for all the amazing things you can do with Google Sheets. Check out some of the best Sheets lesson packages on the market to help you become a pro in no time.