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How to Create a Invoice in Excel

Updated on October 12, 2012

Create Invoice using Microsoft Excel

Microsoft Excel is excellent help to calculations and it is frequently useful to build spread sheets for business. In case your company offers product sales or perhaps a service you can even use Excel to build an invoice to send to customers. Invoices generally stick to the same standard format: your business info (name, address, telephone number, website and e-mail address) the individual or company you might be invoicing along with contact information, then the description of the actual services or products which you might be invoicing for plus the costs incurred, an overall total amount due and then any taxations or supplements to be added on. It is also common to find disclaimers regarding overdue payment and also any other legal notices. The advantage of carrying out this in Excel, instead of using word processing software, is that you could save your time using the in-built formulae and functions to determine the complete amounts you're owed, and also to add VAT or additional tax. It will take just minutes to setup.

1. Getting started with Microsoft excel

In a new worksheet, move to the Page Layout tab of the Ribbon. Within the Page Setup portion, simply click 'Size' after which select your paper size. Ensure that Orientation is defined to Portrait.

Getting started with Microsoft excel
Getting started with Microsoft excel

2. Entering company data

Start typing in the text with a row for every different element: your business name, address, telephone number, web-site and e-mail address, hitting the enter after each one to move down in a vertical line.

Entering company data
Entering company data

3. Formatting Company Data

For making your invoice to look attractive & professional, click the cell that contains your company name or your name. Inside the Font section, customize the font to 'Arial Black' and alter size to 18. Perform the same to the word 'Invoice' further down the row.

Formatting Company Data
Formatting Company Data

4. Adding customer information

Further along the first column, add terms like 'Sold To'. Pull select from this cell straight down for 5 rows. In the Font section, choose the Border icon. Select Thicker Black Border.

Adding customer information
Adding customer information

5. Formatting customer box

Choosing the cells within the customer box built in step 4, select the 'Fill Colour' icon that is inside the Font portion of the Ribbon. We decided to go with dark grey for this, however you might choose your companies signature shade, and fill up this area.

Formatting customer box
Formatting customer box

6. Creating invoice table

Further along the sheet build an additional box to the size of the page for 'Goods Sold'. Create, fill and format the primary box as shown. Format the cost and price columns as unit of currency.

Creating invoice table
Creating invoice table

7. Calculating costs

So as to add up a column of figures, choose the first cell under 'Cost' and then click the 'fx' icon within the Formula Bar. Choose 'PRODUCT' within the dialog box. Drag and choose the Price and Quantity cells inside the same 1st row. Click on 'OK'.

Calculating costs
Calculating costs

8. Formulas for tables

Right-click to copy the very first cell, after that drag-select the column underneath, click 'Paste Special' and choose 'Formulas'. Include a SUM formula inside the cell alongside Subtotal and drag-select cells under Cost.

Formulas for Tables
Formulas for Tables

9. VAT and Total

Enter a PRODUCT formula alongside VAT, multiplying the Subtotal result by the value of 0.20. Enter SUM formula within the Total box to be able to add VAT and Subtotal results. Save your valuable work as an Microsoft excel template.

VAT and Total
VAT and Total

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