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.
These invoicing topics will show you how to make an invoice in Word:
How to Make an Invoice from a Word Template
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. Here’s a detailed step-by-step guide to making an invoice from 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.
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.
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.
4. Customize Your Invoice Template
Next, customize the invoice template to reflect all the relevant details of the project you’ve completed. 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.
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.
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.
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. Just choose the template that best suits your business, whether you’re a freelancer, entrepreneur or small business.