Free Printable Billing Invoice Templates (Excel / Word / PDF)

A billing invoice template provides you with premade invoices in which you just need to enter the details of the sale. This tool is usually used by small businesses freelancers, and self-employed professionals to request payment and track transactions.

What to include in a billing invoice?

A billing invoice is a legally binding document used by a business to request payment from its customers. This document should include the following details;

Company details

The billing invoice should contain all details about your company so that your clients know who they are paying. This includes your company’s name, logo, address, contact number, email, and website address.

Client information

Client information is also essential to track payments and follow up on late payments. Include their name, address, contact number, and email.

Invoice number

You have to assign a unique number to each invoice so that you can track all your invoices and payments easily.

Date

Specify the date that indicates when the invoice was issued. This is the most important element of your invoice as it makes sure that you receive payment on time.

Description

In the description section, include the following details;

• The products or professional services provided
• The quantity
• Unit price
• The total amount of money due

Payment terms

Another essential piece of information is payment terms because it specifies the terms and conditions of the payment. It may include;

• When the payment is due
• The accepted payment methods
• Any late payment fees

Tax information

Include the tax rate and amount charged in the invoice. By having this information, clients understand the total amount that they need to pay.

Total amount

The invoice should indicate the total amount due including taxes and any discounts.

The benefits of using a billing invoice template:

Using a billing invoice template provides you following benefits;

Save time and effort

It can be time-consuming and can take away valuable time to create an invoice from scratch every time. If you use a template, you just need to fill in the necessary information. It saves you time and effort.

Ensures consistency

Using the billing invoice template makes sure that all of your invoices have the same layout and the same format. It can help you to keep track of your financial transactions and stay organized by maintaining consistency in your invoicing process.

Reduces errors

There are higher chances of errors if you create an invoice manually. You can reduce the risk of errors with an Excel invoice template. Furthermore, it makes sure that all necessary information is included.

Improves professionalism

Since the invoice sends a message to your clients that you are organized so ensure that it is well-designed. It can improve the professionalism of your business.

Motivates prompt payment

The business can encourage prompt payment from your clients by using a professional-looking invoice template. Specifying the payment terms and the due date on a clear and concise professional invoice template can reduce ambiguity and encourage your clients to pay on time.

Simplified financial record-keeping

With the invoice template, it would be easier to keep track of your financial transactions and maintain accurate records. This can assist you in preparing financial statements and filing taxes more easily.

How to select the right billing invoice template?

Consider the following pointers to select the right invoice template for your business;

• First, you should consider your industry as information on the invoices varies from industry to industry.
• It is essential to select a template that reflects your business name and brand because your invoice is the representation of your business’ logo and customer name. It would be recommended to choose the template that allows you to customize the template by adding your own, colors, and other branding elements.
• Select a user-friendly template that is simple, clear, and easy to fill out. Both for you and your clients, it should be used and downloaded easily.
• Consider your invoicing requirements such as whether you need to print and send invoices daily. Hence, ensure that the selected template can accommodate your invoicing needs.
• You should also be able to customize templates easily and edit your invoices for specific elements, documents, or line items.

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How do you create the billing invoice?

Here are the steps to create a professional billing invoice;

Select a template

You can use software such as Microsoft Word or Excel to create free invoice templates for your documents. They have specifically designed invoicing templates.

Customize the selected template

Customize the invoice template by including your business’ logo, name, address, and contact details. To match your branding, logo, and requirements, customize the fields and layout of your blank invoice template. Additionally, you can make it more visually appealing by selecting different font styles and colors.

Add invoice items

Here, you need to enter the following details about each product or service provided;

• Description
• Quantity
• Unit price
• Total amount
• Any applicable taxes
• Discounts
• Payment terms

Review the template

Review the invoice template after adding all the necessary information. Doing so is essential to make sure that all the payment details are accurate and consistent.

Save the template

Save your invoice template in a place where it is easily accessible. Share the template with your team members or accountant so that everyone can access it to the same standardized invoicing process.

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