Free Google Sheets invoice template
An invoice tab you save as a PDF, and a log that keeps a running total of who still owes you and how much. Type the line items and the invoice adds itself up; add one line to the log when you send it, and the unpaid total sits in a single cell. It opens in Google Sheets or Excel, and the file is yours.
The invoice math, from the sample data in the download
| Line item | Qty | Unit price | Amount |
|---|---|---|---|
| Logo design: two concepts plus revisions | 8 | $60.00 | $480.00 |
| Business card layout | 2 | $80.00 | $160.00 |
| Subtotal | $640.00 | ||
| Sales tax (your rate; ships at 0) | $0.00 | ||
| Total | $640.00 | ||
On the log, this invoice's $640 is the Outstanding total while it sits at Sent, and KV-001's $520 already shows under Paid to date.
Free. One email with the download, then occasional updates. Unsubscribe any time.
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You don't have to feel rude about it
Chasing money feels awkward mostly because you're guessing. You half-remember sending something in July, you're not sure if it was paid, so you word the email carefully and hope. Once every invoice is a row with a status on it, the awkwardness goes: you're not accusing anyone, you're reading a number off a page. Outstanding says $640. It's four weeks old. You send two lines and move on.
The rest is habit rather than nerve. Send the invoice the day you deliver, while the work is still fresh for them. Put your terms on the invoice itself. You fill them in once and they land on every invoice after that, so "due in 14 days" is in writing instead of in a conversation nobody wrote down. Then glance at the log once a week and you'll know who to nudge before it gets uncomfortable.
Numbering is the other thing people quietly worry about. Pick a short prefix and count upwards, KV-001, KV-002, and never reuse a number. The sheet holds your prefix and shows the last number you used, so the next one is always obvious, and your records stay easy to follow for you, your clients and whoever does your books.
Not sure what the line items should say in the first place? Our freelance pricing calculator works out your hourly floor and a project price from the income you actually want. The invoice is just where that number gets written down.
What's in the file
Three tabs · export Invoice as PDF
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Tab 1
Settings Business name, address, payment details, terms and tax line, typed once and printed on every invoice.You type · your details
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Tab 2
Invoice Number, dates, client, line items. Amounts, subtotal, tax and total fill in. Export this tab as PDF.You type · the bill
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Tab 3
Invoice log One row per invoice with Draft / Sent / Paid / Void. Outstanding and Paid to date add up.Calculates · who owes you
Set it up
- Open the file. In Google Sheets, go to File, then Import, then Upload, and choose Replace spreadsheet.
- Fill in the Settings tab: your business details, how you want to be paid, your terms, and a tax rate if you have to charge one. It ships at zero, and your accountant is the one to tell you what belongs there.
- On the Invoice tab, type over the sample client and line items with a real invoice. Check the total against your own sums once, so you trust it. Save the tab as a PDF and send it.
- Add a row to the log and set it to Sent. Flip it to Paid when the money lands. Look at Outstanding before you chase anybody.
How it works underneath (you never need this)
Every calculated cell is a plain formula the two apps share: each line's amount is quantity times unit price, the subtotal is a SUM over the line-item block, and tax is the subtotal times the rate on Settings. The log's Outstanding and Paid to date are SUMIFS keyed on the status column, wrapped in IFERROR so a half-typed row shows a blank rather than an error. The ranges are bounded rather than whole-column, which is why the file stays quick. Nothing is a script, so nothing can stop working when you're not looking, and you can read any cell to see where its number came from.
Questions
Does it work in Excel too?
Yes. It's an .xlsx file using only formulas that Google Sheets and Excel share (SUM, SUMIFS, IF, IFERROR). In Google Sheets, use File, then Import, then Upload, and choose Replace spreadsheet. In Excel, open it directly.
Does it calculate totals automatically?
Yes. Each line's amount is quantity times unit price, and the subtotal, tax and total are formulas that update as you type. You never add anything up yourself; if a total looks off, check the quantity and unit price on the line, because the arithmetic underneath is fixed.
Can I add my logo?
Yes. In Google Sheets, select a cell in the header block and use Insert, then Image, then Insert image in cell. In Excel, use Insert, then Pictures, and place the image over the header block. A logo sits in the header area without touching any formula.
How do I actually send an invoice from it?
Fill in the Invoice tab, then download just that tab as a PDF: in Google Sheets, File, then Download, then PDF, with Current sheet selected. Attach the PDF to a short email. Then add one row to the Invoice log so the outstanding total stays accurate. The spreadsheet doesn't send anything itself.
Does it calculate sales tax?
It does the arithmetic, not the decision. There's a tax name and rate in Settings; the invoice multiplies the subtotal by that rate and adds it. The rate ships at zero, because whether you need to charge tax on invoices, and at what rate, depends on where you and your client are. Ask your accountant or tax authority what applies to you, then type that rate in once.
How should I number invoices?
Pick a prefix, start a sequence, and never reuse a number: KV-001, KV-002 and so on. The Settings tab holds the prefix and the log shows the last number used, so the next one is always obvious. Simple sequential numbering keeps your records easy to follow for you, your clients and whoever does your books.
How do I see who hasn't paid?
The Invoice log. Each invoice is one row with a status dropdown: Draft, Sent, Paid or Void. The Outstanding total adds up everything still marked Sent, and Paid to date adds up everything marked Paid, so the answer is two cells, not a scroll through your email.
Can I use it for more than one client?
Yes. The Invoice tab holds one invoice at a time: fill it in, export the PDF, log it, then overwrite it for the next client. The log keeps the history for every client in one place. If you'd rather keep each invoice, duplicate the Invoice tab before you start the next one.
Is it really free?
Yes. Enter your email and the file arrives in your inbox; that's the whole exchange. No card, no trial, no locked tabs. The spreadsheet is the complete product, and it's yours to keep, copy and reuse.
Also useful
- Project quote one-pagerScope, hours × rate and deposit before you bill.
- Bookkeeping templateLog the payment as income when it lands.
- Tax set-aside sheetPut estimated tax aside as you get paid.
- Inventory templateIf you also sell products from stock.
Updated