How to Make an Invoice in Word: Invoicing Solutions for Small Business
Small businesses need simple invoicing solutions to get paid for their services. You can make an invoice in Microsoft Word by creating your own design from scratch or by using a customizable Microsoft Word invoice template. Invoice templates are easy to use and can save you time so you can focus on more important business.
Instead of scratching your head over convoluted invoicing software or spending unnecessary money on an accountant, you can use the free blank invoice template from FreshBooks. With tailored industry options and fully customizable templates, you can be on your way to getting paid the right way, today.
These invoicing topics will show you how to make an invoice in Word:
How to Make an Invoice from a Word Template
Microsoft Word is an accessible and familiar program for many users, making it a popular choice for busy freelancers and industry workers. With a range of free word invoice templates to suit any occasion, you can rest easy knowing FreshBooks will help make your payment process as easy as possible.
To make an invoice in Word using a pre-existing template, open Microsoft Word, click File, then select New Template. Use the search bar in the top right-hand corner and enter “invoice” to filter the template results. Choose an invoice template that suits your business needs and double click on the selected template to open it. Customize the document and then save the completed invoice to your computer.
Sometimes, a basic blank invoice template won’t be up to par. If you’re having trouble selecting the right one for you from the range of blank invoice templates, have a look at the template gallery available on FreshBooks. Once you’ve found the right template to suit your industry, you can be on your way to editing your invoice in a matter of minutes.
If you are just after a simple blank invoice template however, the Microsoft Word template is a great place to start.
Here’s a detailed step-by-step guide to making an invoice from a Word template:
1. Open a New Word Document
To use a Word template to create a new invoice, open Microsoft Word, click File and then navigate to New From Template in the menu. You should be presented with several options of downloadable invoice templates to choose from, depending on your industry, unique design style, and type of services rendered.
2. Choose Your Invoice Template
You can scroll through the template options in Microsoft Word, or you can filter them to show the most relevant results first. To do so, click on the search bar in the upper right-hand corner and enter “invoice.” Look for a template that suits your business needs. Word offers templates for sales invoices, service invoices and more. Choose a design that fits with your brand.
With free blank invoice templates, you have the range and options to let your business stand out. Your customer will appreciate your professionalism, as billing is an important part of the service process.
3. Download the Invoice Template
Once you’ve found an invoice template that meets all your needs, double click on your selected template. A new Word document will open with the template design. When using Microsoft Word, you have the option of selecting from a customizable range of printable invoices. You can either send your invoice by email straight to your client’s inboxes, or if they are more old-school, you can send it off in the post.
4. Customize Your Invoice Template
Next, customize the invoice template to reflect all the relevant details of the project you’ve completed. A free invoice template will be formatted to show all of the most important business details to keep your invoice accurate. Filling in the fields correctly is an important step, as if you include the wrong information your payment could be delayed. Be sure to include the following information:
- Your logo, if you have one
- Your company contact details, including your name, address, phone number and email address
- Your client’s contact details
- A unique invoice number, for reference purposes
- The invoicing date
- An itemized list of the services you provided the client, with the quantity or number of hours worked and the rate included
- A subtotal for each of your services
- Your payment terms, including the payment methods you accept and any late fee terms
- The payment due date
- The total amount owing for the invoice, including any applicable taxes
Check out this article that walks you through the details of what to include on your invoices if you need more guidance.
5. Save Your Invoice
When you’re happy with the completed invoice, save it to your computer. You can save it as an editable .docx document and you’ll also want to save it as a PDF document, so the final version that you send to clients can’t be edited by anyone.
If you think you might need to add in more details later, it’s fine to save your invoice as a word doc first. This gives you the option of adding in more services later, or adjusting your hours or material costs. However, by the time that you send it off to your client, you will want to have it saved in a final PDF format. Keep this in mind before you email invoices to your clients.
6. Send Your Invoice
Send your invoice to the client in the method that’s most convenient to you, whether that’s by mail or by email. Include a short cover note that outlines the most important details, including the balance owing and the payment due date.
How to Create an Invoice in Word
To create an invoice in Word from scratch, businesses can follow these invoicing steps:
1. Open a New Blank Document
To start making your own invoice from scratch using Microsoft Word, click File and then choose New Document from the menu. A new blank document will open.
Remember that this option won’t give you the same preformatted layout that a Microsoft Word template would offer, and you will have to create your entry fields yourself. This can be a more labor intensive process than selecting an invoice template.
2. Create an Invoice Header
Create a header in the document. The invoice header should include your logo, your business contact details and it should clearly identify the document as an invoice.
3. Add the Invoice Date
Next, add the invoice date to the document. List the current date directly below your invoice header.
4. Include a Unique Invoice Number
Add a unique invoice number to the top portion of the document. Invoice numbers are used for reference purposes, both when you’re discussing an invoice with a client and when you’re filing them for your business records. You should decide on a numbering system and stick to it. The easiest way to number invoices is to do it numerically, starting with Invoice # 001, then Invoice #002 and so on.
If you are having trouble keeping your invoices in order, it’s a good idea to use an invoice generator. FreshBooks has a range of invoicing software options that can automate this process and keep your payments organized.
5. Include Your Client’s Contact Details
Include your client’s contact details, including the contact name, address, phone number and email address. Make sure you have the correct contact name listed on your invoice. If your client’s company has a billing department, you might need to list someone there, instead of your day-to-day contact person.
6. Create an Itemized List of Services
Next, create an itemized list of the services you provided. You should include a brief description of each service, the hours worked or quantity provided and the rate charged. Add a subtotal for each service. It’s often easiest to create a table to display your services clearly.
7. Display the Total Amount Due
Add up all the charges and list any applicable taxes. Then, add the total amount due on the invoice and display the information clearly at the bottom of the document.
8. Add the Deadline for Payment
Add a payment due date to the invoice. Be as clear as possible when listing the payment due date. Instead of writing “Payment Due in 30 Days,” include the specific date, for example, “Payment Due December 31, 2018.”
9. Include Your Payment Terms
Add your payment terms to the bottom of the document. Include the payment methods you accept and outline any late fees you’ll charge for past due payments.
Free Microsoft Word Invoice Templates
There are a variety of free, premade invoice templates for Microsoft Word you can find online and download to your computer. FreshBooks offers a range of invoice templates available in Word, Excel and PDF format that are customized to different industries.
If you are just starting out and are after a simple free blank invoice template, you can rest easy knowing that with FreshBooks you will be able to find the right one to suit your needs.
If you have access to the Microsoft Office Suite already, select a template that can be edited in Word Doc or Excel. If you prefer the Google range, choose from either the Google Doc or Google Sheets templates to get started. You will still have the option to save these in Adobe PDF once you have finished editing.
Just choose the template that best suits your business, whether you’re a freelancer, entrepreneur or small business.