Thanks to Excel, it is now very easy to edit complete, legal invoices in no time. You have the choice between using ready-made invoice templates or creating a personalized invoice. Whether you have a Windows PC or a Mac, it is possible either way.
Steps
Method 1 of 3: Use an invoice template in Excel on Windows
Step 1. Run Microsoft Excel
Double-click the Excel icon, a white "X" on a green background. The Excel home page appears.
Step 2. Find an invoice template
To see various models, type
invoices in the search bar at the top of the page, and then press the Enter key.
You must be connected to the Internet for the search to succeed
Step 3. Select the invoice template that suits you
Click on the model you like and it will appear on the screen.
Step 4. Click Create
The button in question is on the right of the model. In doing so, the model will open in Excel.
Step 5. Edit the template
You will have to modify it to match your invoice, starting with changing the name of the company, but also the other labels.
To edit text in an Excel document, double-click the text, then delete or replace the text
Step 6. Proceed with the establishment of the invoice
Replace all texts and values. It is even possible to add sections or references.
- Some invoice templates allow you to enter details, such as an hourly rate or VAT.
- Some models are designed for billing an hourly service, with the number of hours, the hourly rate and the amount of the service.
Step 7. Save your invoice
Click on File at the top of the page, then on Save as. Give your document a name, choose a destination folder (for example, Invoices), then click Save. Your invoice is ready for printing or sending as an attachment.
Method 2 of 3: Use an invoice template in Excel on macOS
Step 1. Run Microsoft Excel
Double-click the Excel icon, a white "X" on a green background. The Excel home page appears.
Step 2. Click File
The menu is in the general Excel menu bar. A drop-down menu will deploy.
Step 3. Click New from Template
This is the second option in the drop-down menu File. Invoice templates appear.
Step 4. Find an invoice template
Type invoices in the search bar in the upper right corner, then press Enter.
You must be connected to the Internet for the search to succeed
Step 5. Select an invoice template
Simply click on the model to preview.
Step 6. Click Create
The template opens in Excel like a regular document, except that it is pre-populated.
Step 7. Edit the template
You will have to modify it to match your invoice, starting with changing the name of the company, but also the other labels.
To edit text in an Excel document, double-click the text, then delete or replace the text
Step 8. Prepare your invoice
Replace all texts and values. It is even possible to add sections or references.
- Some invoice templates allow you to enter details, such as an hourly rate or VAT.
- Some models are designed for billing an hourly service, with the number of hours, the hourly rate and the amount of the service.
Step 9. Save your invoice
Click on File at the top of the page, then on Save as. Give your document a name, choose a destination folder (for example, Invoices), then click Save. Your invoice is ready for printing or sending as an attachment.
Method 3 of 3: Create an invoice by hand in Excel
Step 1. Run Microsoft Excel
Double-click the Excel icon, a white "X" on a green background. The Excel home page appears.
Step 2. Click New Workbook
The button is at the top and on the left, in the New group. A blank spreadsheet appears.
In macOS, if Excel opens with a blank document, continue to the next step
Step 3. Create the invoice header
It must include certain elements fixed by law.
- The name of your company: here, only the current name of your company is sufficient, often with a logo.
- The name of the invoice: indicate the precise nature of the invoice, if it is, for example, a first invoice, an intermediate invoice, a reminder… Be precise!
- The date of issue: it is that of the edition of the invoice.
- The numbering of the invoice: this is at the discretion of the issuer. Either it adopts a continuous numbering applicable to all its customers, or it assigns a specific numbering to each of its customers. In the latter case, display the name of the customer: Invoice n ° 2019-01-25 (Martin & fils).
Step 4. Include the identity of the customer
This includes both its name (individual) or the corporate name (company), but also its postal address. This identity is generally located above and to the right.
- As a service provider, you must include a certain number of elements, such as your full name, share capital, your postal address, your RCS and SIREN numbers. Your phone number and email address are welcome.
- Regarding the customer, if it is a company, you will put its name, the address of the head office and the billing address (if different). Incidentally, you can add their phone number and email address.
Step 5. Include the detailed statement of the service or product provided
It is presented in the form of a table in which each row contains a service or a supply. Seven columns are necessary: the description, the quantity, the unit price excluding VAT, the VAT rate, the total VAT and the total excluding VAT.
Step 6. Show the total payable
Most often, this total is shown at the bottom right of the billing table: it is the sum of the entire column above. This is where Excel excels: this sum is easily obtained with the SUM function.
- Suppose you charge a first job $ 13 in the cell C3, then a second amounting to 27 € in C4, in C5, you can put the following formula: = SUM (C3: C4). This is the formula for the total, hence the result of € 40.
- For a service of 3 hours at 30 € per hour, you will type 30 in the cell C3 and 3 in the cell C4. In the cell C5, you would type the following calculation formula: = C3 * C4.
Step 7. Indicate the date on which payment is due
The mention is made at the bottom of the invoice. It is variable, it can be on receipt of the invoice, at 15, 30 or 90 days. Penalties will also be indicated.
At the bottom of the page, you can add specific mentions. This is where we usually find the accepted payment methods (company RIB or IBAN-BIC numbers), penalties for late payment, discount conditions …
Step 8. Save your invoice
Enter an evocative name so you can quickly identify it: over time, invoices accumulate, you need a rigorous classification to find your way around.
- Under Windows: click on File in the upper left corner of the page, then click Save as. Give your document a name, choose a destination folder, then click Save.
- Under macOS: click on the menu File, then on Save as, give the document a meaningful name, then click Save.
