Free Invoice & Receipt Templates

A good template saves time and makes you look professional. Not sure which one fits? Read how to choose an invoice template. Pick the document you need above, choose a file format and download it. Fill in your details, save a copy and send it. This page explains which format to use, what to put in each document and how to keep your records in order.

Which format should you choose?

Excel (.xlsx) is the best choice if you send many invoices. Line totals, subtotal, tax and the final total are formulas, so you never do the math by hand. Type a quantity and a price and the row updates. Enter your tax rate once in the blue cell. Save the file as a master copy and use "Save as" for each new invoice.

Word (.docx) is the best choice if you want control over the look. You can add your logo, change fonts, add rows or write longer descriptions. Word does not calculate, so you type the totals yourself. Check them with a calculator before you send.

PDF (.pdf) is a clean blank layout for printing. Print it and fill it in by hand, for example for a receipt book at a market stall or a delivery slip in a van. It is not editable on screen. If you want a finished PDF without printing, use the online generator.

What to include in each document

• Invoice (full checklist): your details, the client, a unique number, the issue date, the due date, itemized lines, tax and the total due. Add payment details such as bank account or payment link.
• Receipt: proof that payment was made. Show who paid, who received it, the date, the amount and the payment method. A receipt is a record, not a request for payment.
• Quote or estimate: a price offer before work starts. State what is included, the total and how long the offer is valid. Add a line for the client to accept.
• Proforma invoice: a preliminary bill sent before the goods or services. Many customs offices and banks ask for one. It is not a tax invoice and you do not usually book it as sales.
• Credit note: a document that reduces or cancels an earlier invoice. Reference the original invoice number and give the reason, such as a return or a pricing error.
• Packing slip: a list of what is in a shipment, without prices. Show the order number, the items and the quantities shipped.
• Timesheet: hours worked by date and project. Employees sign it and a manager approves it before you invoice or pay.

How to fill in a template

1. Replace the placeholder text with your business name, address and contact details. Save this as your master copy.
2. Enter the client name and address. Use the legal name if the invoice goes to a company.
3. Add the document number and the dates.
4. List each item on its own row with a clear description, a quantity and a price.
5. Add tax if it applies to you. Use the rate for your country and ask your accountant if you are not sure.
6. Write payment terms and how to pay in the notes.
7. Check the total, save the file with a clear name and send it.

Numbering and record-keeping tips

Give every document a unique number (see the invoice numbering guide). A simple sequence such as 1001, 1002, 1003 works well. A year prefix such as 2026-001 resets the count each year and keeps files tidy. Do not skip numbers and do not reuse them. Gaps and duplicates raise questions in an audit.

Save each sent document as a PDF with a name that includes the number, the client and the date, for example 2026-014-acme-2026-10-09.pdf. Keep a folder per year. Many countries require you to keep invoices for several years, so check the rule that applies to you.

If you made a mistake on a sent invoice, do not edit it. Issue a credit note for the full amount and send a new invoice. This keeps your numbering and your books clean.

Prefer to skip the file?

If you do not want to manage Word and Excel files, use an online generator. Open the invoice generator, the receipt generator or the quote generator, fill in the form and download a PDF. You see a live preview as you type. Read the guide on how to invoice a client for the full process, from quote to payment.