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It might be difficult to invoicing your clients. It's no surprise that more company owners dislike this task. In reality, more businesses choose to utilize staff rather than attempting to complete the task on their own. Accountants are also able to do so. Entrepreneurs who can't hire people for this work, on the other hand, have the choice of using a blank invoice template. The template minimizes efforts required by you.

All you have to do is fill in the blanks with information about your client. The blank template is a useful example for someone who has no prior experience creating an invoice. It also aids those who are unfamiliar with the various fields that should be included on one. You may generate invoices using this blank template in the future with minimal effort.

How to Make a Blank Invoice Template

The template's most significant feature is the fields that must be filled. The following are the forms you must master in order to complete them correctly.

1. Invoice number

An invoice number is a critical tool for managing any invoice you've ever sent to a client. Make sure no invoice goes to your clients without the correct number. The number is typed in alphanumerical characters, with its own area that distinguishes it from other fields.

2. From

This area of the blank invoice template is for entering information about the person who generated the invoice. This space or field may be used to type in the name of your company. It can also be used to enter your own name. Don't limit this space to your name or your business's alone; feel free to make it more substantial by adding:

  • Business address
  • Phone
  • Email address
This is where you can provide your clients with all the information they need to get in touch with you.

3. To

This is the area where you should record the recipient's information. It is the location of your client data. Make sure you include as much detail and accuracy as possible. Take care not to put in the incorrect recipient's particulars. You may type in the client or recipient's name, or any of the following details:

  • Business name
  • Address
  • Phone
  • Email

4. Date

The date of issue should be noted on the invoice here. This date will come in handy later. It shows when the service provider sent the invoice to the client. Once again, accuracy is essential in this area. The date is important for you to know whether or not the client has fallen behind with payments.

5. Due date

The due date is not the same as the other due date you recorded on the invoice. The blank invoice template should include this information since it pertains to the anticipated payment date. It's best to pick a due date that's closer to when you sent out your invoice. Do not allow clients to postpone paying indefinitely. Clients typically pay after the due date has passed.

6. Balance due

6. Balance due The amount in the example above is a compound interest calculation that simply adds up all the charges and subtracts any outstanding amounts from each charge. The difference between what you earn and what you have to pay back is known as "balance due." It represents the entire sum of money that the client must reimburse. The number refers to the whole overall obligation owed by the customer. It's a combination of all taxes, payments, discounts, and individual line items that you expect clients to pay. It also has to be in its own column so clients can see it readily and understand your expectations from them.

7. Line items

The line items are the list of goods (products or services) for which you are being charged. It might be one or many items, depending on what the client wants. Each line item must be accompanied by its cost. A single line has numerous components that must be specified. The following are some of them:

  • Item
  • Quantity
  • Rate
  • Amount

8. Item

This field is where you provide a detailed description of each item. The area you reserve for describing the goods you're billing the client for is known as the field. It is crucial that your description be as comprehensive as possible. There's nothing wrong with putting similar or identical items together.

9. Quantity

Quantity refers to the amount of space you leave open for many identical items. This field should be used only for entering the precise number of goods sold to the customer.

10. Rate

When you're done, go to the next screen and fill out the following information: You'll want to input your prices for each item.

11. Amount

The amount is the total number of items you sold to your customer. If you sold three identical goods for a total of $30, the figure you should enter here is $30. It displays the price per item on each line. Simply multiply quantity with the rate to obtain this value.

12. Sub-total

The subtotal is the sum of all line items added together. It's the total of all line items added together.

13. Tax

Do not overlook this vital field on the blank invoice template. Sales tax is required in many states throughout the United States. The US has 45 states that have sales tax. The rate of sales tax is percentage-based. If you do not enter this percentage, you may run into legal difficulties with the authorities. Make sure to include the correct amount or figure in this box.

14. Total

There's a method to filling in the blank. nThe sum of subtotal plus subtotal times tax is the solution. The total is the final figure you achieve after executing your calculation using the above formula.

The formula is subtotal + subtotal x tax.

Whatever figure you get after doing your calculation using the above formula is the total.

15. Amount paid

In certain cases, you will discover a client who is ready to pay a particular price before you even start working. If you were lucky enough to find such a client, enter the amount in this field. The client most likely paid nothing, but you gave him a discount. Enter that discount here. Your company has existing credit with some clients. Also, enter the credit here. To determine the amount owing, you must deduct the full amount paid from the total.

16. Notes

In this section, you should write down whatever you think the client would want to know. It's possible that it will refer to the payment terms you'd prefer, for example.

If so, include them in this area. Also, include your mailing address where clients may send any papers or money to you there.

17. Terms

All legal phrases that apply to your business or service will be included in this field. The terms and conditions you provide, as well as the warranties you provide, should all be listed here. It's a good idea to get legal advice on the terms you can include here. As your company expands or undergoes changes, you may edit or alter the terms at any time.

One of the most essential billing etiquettes you must maintain is to list your terms and conditions.

The free invoice template can assist you avoid some of the common blunders that freelancers make when invoicing clients. As previously said, business owners dislike having to invoice their customers. In fact, most business owners consider invoicing to be near the bottom of their priorities list. Many people are unaware that invoicing is one of the most essential functions a business owner can perform. The company's success – or lack thereof – is measured by the number of invoices it generates. It influences the business's cash flow at any given time. Invoicing is the key that allows your firm to obtain funding for various initiatives.

With a decent blank invoice template, you won't have to worry about delayed invoicing. When you have to create the invoice from the ground up, it's quite likely that you'll postpone billing. However, the fact that filling in the template with the client's information will only take a few minutes is enough to persuade you not to put off doing your job. You may send and pay for the invoice as soon after completing your present task as possible. The sooner you prepare and submit the invoice, the faster you will get paid. There is only one exemption to sending the invoice early: if a billing agreement with the customer exists.

You may use a blank invoice template to practice and enhance your invoice filling abilities. The easier it is for you to invoice, the more time you'll save, which can help you avoid making some of the mistakes that come with the process. Writing vague descriptions is one common blunder. Why not use the free blank template to help you learn how to create thorough and clear descriptions? It is critical to include detailed and explicit descriptions of all the services you provided to the client in the invoice. Fill out an invoice with a thorough description of all of the goods you sold.

Clients can benefit from accurate descriptions in terms of what you charge them. It also makes it simpler for them to settle your invoice.

18. Explain changes of your blank invoice template

If the invoice is more than the agreed-upon sum with the client, send it with an explanation. If you want them to pay you, don't forget to tell them about any unforeseen costs that you didn't inform them about before. They may begin to doubt your professionalism and honesty if they discover additional expenses that you failed to disclose. Getting clients is difficult. Whatever you can to keep them. Include everything the customer asks for in the invoice, whether it's requested or not. If clients request purchase orders or EINs, include them on the invoice. Make it as simple as possible for customers to pay you on time by doing all that you can.

19. Add details to your blank invoice template

The necessity of documenting all necessary information is comparable to that of including appropriate and exact descriptions. You may also practice filling out the invoice using the provided blank invoice template to ensure it includes all required data. All of the information should be present in a well-written invoice. The name of the sender should appear on the document. The client's details should also be included. To learn more about what must appear on an invoice in your state or country, consult the legislation. The following are some of the most important details:

  • Legal business name
  • Business address
  • Business phone number
  • Client’s name
  • Client’s address
  • Invoice number
  • Itemized list of all the goods and services you offered
  • Date you sent the invoice
  • Due date
  • Tax numbers as the law requires
  • Total amount due

20. Format the blank invoice template properly

It is important to understand how to format an invoice correctly. Once again, study the blank invoice template to learn how you may properly format your invoice and make it appear professional. You can modify a number of factors on your own, such as incorrect dollar amounts and typos in names. However, the emphasis should be placed on how you formatted the invoice. Sloppily formatted invoices make the document appear unprofessional, which would destroy the image you're trying to create. Clients appreciate receiving a properly formatted invoice because it is easier for them to comprehend its contents. As a result, spend some time double-checking and ensuring that your invoice is well structured before sending it to your clients.

How to create a blank invoice template Word from scratch

Getting compensated is usually the most essential aspect of your work, or at least one you want to make certain happens on a regular basis, whether you freelance full-time or part-time. You must fill in a blank invoice template in Microsoft Word and send it to your clients after finishing the job or project in order to be paid.

It's easy to feel overwhelmed by all of the administrative tasks that may take away time from your daily routine. It's also a good idea to save some time by getting as much work done ahead of time. Simple invoicing is made easier with a blank invoice template Word document.

Here’s how.

You simply double-click the invoice, fill in the blanks with the necessary information, save a version of it under a new name, and send it to the client. Having a blank invoice template Word document will help you speed up your invoicing procedure by ensuring that your clients receive your bills on time after work is completed, and you'll be more likely to get paid on time.

Let's take a closer look at the fundamental elements of creating a blank invoice template Word document.

1. Choose your preferred format of the blank invoice template

You can use a variety of document types to create your blank invoice template, including Microsoft Word. For a number of reasons, one of the most popular is Microsoft Word. First off, it's simple to use for anybody, even if you aren't computer savvy. To produce a basic blank invoice template in Microsoft Word, you don't need to understand spreadsheets or formulae, and you won't have to pay for any extra software.

It's simple to back up in Word format, then edit the template, add information, and re-save it with a new name. You can also save it as a Portable Document Format (PDF), making it even easier to share and print for the customer. That step is actually suggested so that the invoice may not be tampered with after you send it.

2. Create the blank invoice template in Word

In Microsoft Word, there are a few methods for creating a simple blank invoice template. The easiest approach to accomplish this is to use tables. You may create sections for your company information, the customer information, the invoice details, and of course the work completed and amount owing in a table.

Tables can contain a wide range of cells, from a few to many, and of various sizes. Alternatively, you may make a blank invoice template Word document utilizing several tables. You can make the boxes invisible or display the outline in the cells. You also have the option of adding colored fill to the boxes, such as a yellow highlight around where the total owed is displayed.

Include a field for invoice number, which you will update with each invoice you create. This assists in tracking the invoices and when they are paid, as well as allowing the client to identify the invoice if there are any concerns. Also add a field where you can enter a payment due date.

3. Add business information to your blank invoice template

Every invoice you send will include the same basic information, such as your company's name and address. So, make a space for your company name, address, email address, website if applicable, phone number, and logo. If necessary, include a Tax Information Number.

Check the data to ensure it's relevant to your customers. If you have a dedicated customer service email address and/or phone number, for example, include them on the free Word invoice template.

4. Create a customer section in the blank invoice template

A customer information cell or area should be present at the table. You may include common phrases such as "Customer name," "Customer address," and so on, which you will update for each invoice. If your clients are large businesses, include a line at the beginning of the document that reads “To the attention of:” where you can put in the name of the person who should receive the bill.

When you create an invoice, Word automatically opens the blank invoice template document and modifies this section.

5. Add a section for work and costs to the blank invoice template

The portion of the blank invoice sample where you describe each section of work or part of a project is known as the job description.

A table will typically contain a row for each job. A cell for the work description, a cell for quantity, if that's relevant to your freelance business, and a cell for the cost of that jobwork are across the row. The number of graphic designs produced is an example of quantity.

The rest of the worksheet will have three cells for each task, with columns in between to show additional information about each one. The bottom row of this table features a cell for the overall amount of work completed. If applicable, taxes, late charges, and a total outstanding balance might be shown here.

6. Write the terms and conditions of the blank invoice template

In this section, add the terms and conditions that will appear on every invoice you send. This is where you would state any late payments, which might be a percentage of the entire amount after a specific number of days.

7. Add a personal touch to the blank invoice template

If you like, add a cell at the bottom that may be used as a message box. In this part of the invoice, you may include a personal note to each client, thanking them for their time, notifying them of the next deadline or milestone, or wishing them a happy new year or other such friendly message.

8. Open, input, save and send the blank invoice template

You'll be able to set up a simple and efficient invoicing procedure once you've finished your blank invoice template Word document.

Open your blank invoice template after each stage of work or project completion. Enter the data for that client and the job at hand. Change the invoice number and due date if necessary. Make sure there are no mistakes on the invoice by double-checking it.

Convert it to PDF and send it to the client. It's ideal to complete this as soon as the job is finished, then set yourself a reminder to follow up if the customer hasn't paid by the due date.

If you're having trouble with one part of your invoice, make adjustments for the future. Invoicing is a breeze using your template.

Creating a blank invoice template Excel

Sending invoices is one of the most unpleasant parts of running a freelance business. Such administrative responsibilities are rarely considered to be the best aspect of being a freelancer. However, invoicing is clearly an important part. If you don't send an invoice, you won't get paid. Fortunately, there are methods for making this process both easier and faster by having a ready-to-use Excel invoice template with all of the necessary components completed ahead of time.

You may generate invoices in Excel with the help of a few simple tools and templates. When you need one, simply open it, fill in the blanks with your data, and save a copy with a new name. The invoice is ready in moments and may be sent to the customer right away.

If you don't have a template for your invoices, you may save time by creating one in Excel. Having clear and consistent invoice phrases will make it simpler for the client to pay without wondering about the invoice.

That's fantastic news for you because you'll be more likely to receive paid on time. So, let's take a look at the six areas that need to be addressed in your blank invoice template Excel document.

1. Invoice number and date in a blank invoice template

It may appear to be a little and unimportant detail. A numbering system, on the other hand, must play an important role in your blank invoice template.

The number identifies a specific invoice. It allows you to set up a record-keeping system so that you can keep track of the bills sent out and received. Whether it's when a client calls or at tax time, you'll be able to quickly identify invoices by their number, whether it's your company phone or your personal phone.

It's also essential for your customer. The number is also how a client will recognize the invoice if they phone with any queries or further information. It's also how they can discover the invoice if payment is late and you need to follow up. And, including a date with the number might help clarify any concerns regarding how long payment has taken.

Work with your invoicing system and create a space for an invoice number and invoice date in the blank invoice template in Excel.

2. Business name and contact information in a blank invoice template

There must exist two sections for business name and contact information.

The first line of the invoice is your company's name, a valid phone number, and a contact person's name. This is to ensure that the client reaches you if there are any questions about the invoice. This portion of the template might be kept as a permanent section.

There should also be a blank area for the client's company name and contact information on the invoice. This might be done for each invoice, but you may use reminders in each line item instead.

Also, if you're sending work to someone who will receive and pay your invoice, double-check that the recipient's name is correct. You should also include all relevant contacts in case the payer's name on the invoice isn't identical to the person you submitted work for. It is critical that you get paid as quickly as possible while reducing office mail delays.

3. Description of services in a blank invoice template

This area will remain blank, and you can add information for each customer and project as needed. Make sure the section is big enough to include information about the job. If you charge by the hour, this part of the equation may already be filled in. It would also be beneficial to have descriptions of your different services prepared ahead of time and available for insertion into your vacant invoice template in Excel.

4. Payment owed

The actual amounts will be blank in this section, but you can fill in the cells for each component of payment next to empty cells where a dollar amount will be inserted. You may create custom fields for each of the following:
  • The total for work completed.
  • Any expenses.
  • Any taxes or other charges.
  • The grand total due.
  • The currency, if you work across borders or serve clients in other countries.

5. Payment terms of the blank invoice template

This part can go in the blank invoice template since terms should be consistent for all clients. Make it clear when payment is required, using explicit language: Payment Due in 30 Days or Payment Due on X, which you may leave blank. You may want to double-check with the customer to verify their payment schedule; this will assist you determine an acceptable due date.

If the invoice includes multiple payments, you may need to modify it slightly to establish a payment schedule. Make sure there is enough time between the completion of the work and the payment due date, such as two weeks. Make it simple for the customer to pay by explaining all of their payment options in this section. If at all feasible, provide several methods for clients to pay so they don't have to think about it.

6. Late payment of the blank invoice template

A late payment term may also be added to your blank invoice template since you should have a late payment clause for any client. It may appear tough to consider, but clients will realize that you're running a company and need time to get paid.

A 15-minute delay might not be crucial, but it can cause considerable annoyance. Requiring extra payment for being late might help to create some urgency and encourage the client to pay promptly. While it doesn't promise financial gain, it will assist to compensate for your time and effort spent attempting to collect payments.

Delinquent payments can cost a flat fee or a percentage of the outstanding balance. If you use a blank invoice template in Excel, you may add late payment fees into it. Alternatively, you might calculate them using a percentage.

Make the late payment a line item so that if you have to issue a follow-up invoice, it's simple to add and the description is already there.

Before submitting an invoice to your client, double-check it for any typographical or grammatical errors.

Finally, it's worth noting that the invoice may be a highly effective marketing vehicle. As a result, pay attention to it in detail. Avoid rushing through the process of filling out the template. Take your time to ensure that everything is correct before sending it on its way. Clients have delayed payment because you sent them faulty invoices due to mistakes made during transcription or translation. Learn all you need about blank invoice forms by using this one as a learning tool. Practice invoicing with this template so that you can learn how to do it properly.

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