Free Google Sheets Invoice Templates

Google Sheets invoice templates guide

Invoices that do the maths for you

A spreadsheet is the natural home for an invoice. Each of these twelve Google Sheets templates multiplies quantity by price, sums the lines, applies tax, and shows the total due, all through formulas that are already in place. You never add a column of numbers by hand again.

Which template should you choose?

• Basic. One item table, one tax rate, one total. Start here if you are not sure.
• Itemized with tax. A Yes/No column marks which lines are taxable, so mixed goods and services are taxed correctly.
• Hourly. Date, work performed, hours, and rate per row, with total hours shown alongside the total amount.
• Freelance with discount and deposit. Adds discount rate, tax rate, and deposit paid, and calculates the balance due.
• Contractor. Separate labour and materials sections, a markup percentage on materials, tax, and deposit received.
• Sales. SKU and product columns, a ship-to address, flat shipping, and tax on goods only.
• Multi-tax. Two independent rates, such as GST and PST, state and county, or VAT and a levy.
• Recurring. Billing period and next-invoice fields for monthly services, plus a credit cell for last period.
• Payment tracker. A second tab logs payments; the balance due on the invoice updates automatically.
• Mileage and expenses. Services, mileage at a per-mile rate, and other costs in separate sections.
• Retainer. Monthly retainer with included hours and overage billed at an hourly rate.
• Multi-currency. Prices in your currency, an exchange-rate cell, and a converted total in the client's currency.

How the templates work

Every template follows the same conventions, so once you have used one you can use them all.

• White cells are yours to type in: descriptions, quantities, unit prices, and your details.
• Yellow cells are inputs that drive the calculation: tax rate, discount rate, deposit paid, markup, exchange rate. Change them once and the totals follow.
• The Amount column and the totals block contain formulas. They are plain Google Sheets formulas such as =B16*C16 and =SUM(D16:D21), so you can see and adjust them.
• Blank item rows are included so you can add lines without touching the formulas. If you need more, insert rows inside the table.

How to use a Google Sheets invoice template

1. Click Open in Google Sheets and choose Make a copy. The spreadsheet is saved to your Drive.
2. Set up your master. Type your business details in the top-left block, set the yellow tax-rate cell to your local rate, and rename the file. Keep this copy blank as your master.
3. Add your logo with Insert → Image → Insert image in cell, placed over the company-name area, or leave the text-only header.
4. For each invoice, make a copy of the master, enter the client details, dates, and number, then fill in the item rows. Watch the totals update as you type.
5. Check the yellow cells for anything specific to this invoice: a discount, a deposit already received, shipping, or an exchange rate.
6. Download as PDF: File → Download → PDF. In the export dialog choose Fit to width so the invoice fills the page.

Common questions about the formulas

• A cell shows #REF! or #VALUE!. A referenced row was deleted or text was typed into a number cell. Press Ctrl+Z (Cmd+Z on Mac) to undo, or copy the formula down from the row above.
• The subtotal ignores a new row. You added the row below the last item row, outside the SUM range. Insert rows inside the table instead, or edit the SUM range.
• Tax should apply to only some lines. Use the Itemized template, which has a Taxable column, instead of the Basic one.
• I want the sheet in Excel. File → Download → Microsoft Excel. The formulas carry over, or use our native Excel invoice template.

Google Sheets or Google Docs?

Use Sheets whenever numbers matter: many items, tax, discounts, deposits, or anything you would otherwise work out on a calculator. Use Google Docs when the invoice is mostly text and a single amount. Both are free, both live in your Drive, and both export to PDF.