Sending professional invoices quickly is key for business owners to get paid on time. However, expensive accounting software with complex features may need to be more practical and affordable for those just starting. The good news is that Excel has basic tools to create customised, client-ready invoices without fancy templates or add-ons if users effectively leverage cells, columns and formulas.
In the section below, we’ll discuss How to Make Bill in Excel from scratch. With a few easy formatting tweaks, you can transform ordinary spreadsheets into professional invoices to send clients for owed payments.
Step 1: Open a New Excel Workbook
First things first, open up a blank Excel workbook. You’d be surprised how many people try invoicing by adding rows and columns into previously used sheets. To simplify your invoice, use a new workbook’s blank slate. This gives you complete control over the layout without pre-existing formatting getting in the way.
Step 2: Design an Easy-to-Read Invoice Template
No need to reinvent the wheel when designing invoices. Most follow standard formatting with your business details in the header, neatly organised payment details in the middle, and totals at the bottom.
Start customising blank cells to include:
- Your business logo and contact info across the top
- Columns listing what’s being billed for on the left
- Room for order dates, quantities, unit pricing, etc., on the right
- Formulas to automatically calculate totals and taxes at the bottom
Keeping a clean layout where related info is grouped together makes the invoice more visually appealing and easier to follow.
Step 3: Focus on Readability with Fonts and Formatting
You likely have a colour theme or preferred font for your business materials. Bring elements of that onto your new Excel invoice template to match branding:
- Use signature colours sparingly to highlight totals or title sections
- Add borders to define columns and sections
- Experiment with different font styles/sizes for section headers vs body text
Avoid cluttering it up too much – keep it clean. Going overboard on elaborate formatting can distort the invoice when converting to PDF to send. Make sure you prioritise readability.
Step 4: Add Your Business & Client Details
Now it’s time to make it official by adding in must-have billing and client information:
- Your business name, address, email, etc, prominently at the top
- Columns for listing client name/address and invoice numbers
- Due date for payment and payment terms (Net 30, Net 15 etc.)
Make sure identifying info, due date, and totals are prominently displayed. These are crucial details clients look for.
Consider how you can save time on data entry for the billing and shipping address columns. Connecting these cells to a master list with client addresses enables quick auto-filling. You don’t need to retype addresses month after month.
Step 5: Build Out Line Items with Descriptions, Quantities, & Prices
The next step is transforming a blank invoice canvas into a completed bill full of itemised charges. Add rows below headers to the list:
- Specific products or services rendered are described in detail
- Quantity of items clients are billed for, even if it’s only one item
- The unit price per item
- Formulas to extend the line item totals (quantity x unit price)
Pro-tip for service providers: break down charges by each deliverable, milestone, hourly rate, etc., versus just a lump monthly fee. The more details, the better to justify costs.
Step 6: Add Sections for Taxes, Shipping & Final Total Calculations
With all the billing details added in, properly structured Excel formulas can now work in the best way:
- Formulas automatically extend totals for each line item
- SUM formula totalling all line item charges
- Additional rows for taxes and shipping fees
- ROUND formula rounding total to 2 decimal points
- The final total is due at the bottom in bold formatting
Double-checking that everything adds up correctly is crucial once you’ve set up all the formulas for subtotals, taxes, and final totals. Manually estimate amounts separately with a calculator or scratch paper, then compare your self-calculated sums to what the Excel sheet populated.
Step 7: Convert to PDF for Professional Invoices to Send and Print
While you could email the Excel sheet directly, converting it into an official invoice PDF carries more professional weight.
Head to File > Export > Create PDF/XPS Document to convert. A print-ready invoice formatted just as designed but less editable by clients. You can now:
- Email as an attachment for easy digital archiving
- Print to send physical copies without any formula tampering
- Upload to accounting systems to track other invoices
Step 8: Streamline the Process with Invoice Tracking
Customising a unique Excel invoice template is a big first step for consistent billing. But don’t stop there in setting up seamless systems for your freelance or small biz finances.
Other essential steps for getting paid quickly and efficiently include:
- Invoice numbering – Number each invoice incrementally so none get lost.
- Online payment links – Offer easy invoice payment through online tools.
- Due date tracking – Mark calendars for following up on due dates.
- Records of all activity – Log emails, texts, and calls regarding chasing payments.
Creating a master invoice template in Excel is just the start. Combine it with diligent payment tracking efforts, and clients will gain confidence in your professional capabilities – and pay their balances quicker.
The Bottom Line
Excel provides small business owners with an accessible tool for creating polished, professional invoices at no added cost. By leveraging Excel’s basic formatting options and formula capabilities, customisable billing documents can be designed to include all necessary client and payment details for seamless invoicing and collections tracking.
Though advanced accounting software exists, developing competency in transforming standard spreadsheets into customised invoices enables sole proprietors to establish credibility and systems for smooth accounts receivable without overspending on elaborate dashboards full of unnecessary features.