In this article, “How do I process an invoice in Excel?”, you will learn simple, practical steps for processing an invoice that you can send to your clients using an Excel worksheet. Overall, it’s just a 10-minute read, so you can follow along easily. Most importantly, have fun learning!
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Invoicing has become a standard practice among businesses because of its many benefits. However, if you run a business and have not yet adopted an invoicing system, then you should start immediately. After all, invoicing helps you stay organized and get paid faster.
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Create a free invoice on ProInvoice. There are several ways your business can process an invoice today. One of the most common ways is through the Excel worksheet.
Why Invoicing Is Important for Your Business
An invoice helps confirm quick payments from clients after every business transaction. In addition, it improves record-keeping, professionalism, and financial tracking. If you want to learn more about sending invoices to clients, check out our detailed article on how to send invoices for your business.
There are several ways a business can process an invoice today. However, one of the most common and accessible methods is by using Microsoft Excel.
Using Excel for Invoice Processing
Excel is popularly known for calculations, data analysis, interpretation, and data representation. However, it is also widely used for designing and processing invoices that suit different business needs.
In this guide, you will learn exactly how to process an invoice using Excel. Fortunately, the steps are easy to follow and require little to no technical expertise.
So, let’s begin.
Steps Involved in Processing an Invoice in Excel
Generally speaking, there are two main methods for processing an invoice in Excel:
- Processing an invoice using existing Excel templates
- Processing an invoice from a blank Excel sheet (from scratch)
Now, let’s go through each method step by step.
Method 1: Processing an Invoice Using Excel Templates
This is by far the easiest and fastest method. Essentially, it involves selecting an existing invoice template and customizing it to match your brand.
Step 1: Open Excel and Select an Invoice Template
First, launch Microsoft Excel on your PC. Next, navigate to the menu bar, click File, and then select New from Template. This opens the Excel Workbook Gallery.
From there, type “Invoice” into the search bar. Excel will then display several invoice templates. Scroll through the options, preview each one, and select the template that best suits your business.
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Create a free Invoice on ProInvoice
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Step 2: Customize the Invoice Template
At this stage, you should focus on branding. Therefore, consider your brand colors, fonts, and logo to ensure consistency.
Next, confirm that all essential invoice elements are included. These elements should appear in the correct order:
- The word “Invoice”, clearly written at the top
- Company name and contact information
- Client name and contact details
- Invoice issue date and payment due date
- A unique invoice number
- An itemized list of products or services with brief descriptions
- Subtotals for each item
- Payment terms
- Taxes or discounts (if applicable)
- The total amount due
Moreover, spend time refining the layout so the invoice looks clean and professional. If you need more guidance, we have an article that explains each invoice element in detail. Be sure to read our “How to Create an Invoice” guide.
Step 3: Save and Send Your Invoice
Once all details have been entered, your invoice is ready. Now, click File, then select Save As. It is strongly recommended to save the invoice as a PDF to prevent future edits.
Finally, send the invoice to your client—and get paid.
Method 2: Processing an Invoice from Scratch in Excel
Some business owners prefer full control over their invoice design. If that’s you, this method is ideal.
Below is a simple, step-by-step breakdown.
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Step 1: Open a New Excel Worksheet
First, launch Microsoft Excel. This automatically opens a blank worksheet where you can begin creating your invoice.
Step 2: Create the Invoice Header
Next, add the core elements that make up your invoice header, including:
- The word “Invoice”, boldly written
- Your business name and contact information (phone, email, address)
- Your business logo (optional but recommended)
Step 3: Add Invoice Number and Dates
After that, include your unique invoice number, invoice date, and due date. Typically, this information appears on the right-hand side of the header.
Remember, no two invoices should share the same number, as this helps with accurate record-keeping.
Step 4: Add Client Information
Now, enter your client’s details, such as:
- Client name or business name
- Client phone number and email address
- Client physical or billing address
This ensures clarity and professionalism.
Step 5: Create an Itemized List of Products or Services
At this point, create a table that outlines the products sold or services rendered. The table should include:
- Product or service name and description
- Quantity, unit price, and subtotals
- Discounts (if applicable)
- Tax (if applicable)
- Total amount due
Excel makes calculations easier. For example, you can use a formula like=SUM(C4:C8)
Step 6: Add Payment Terms
Next, clearly state how you want to be paid. For example, you may include bank transfer details, online payment methods, or cash options.
Step 7: Review, Save, and Send
Before sending, carefully review the invoice to confirm all details are correct. Once confirmed, save the invoice as a PDF and send it to your client.
Conclusion
By following these steps, you can successfully create a professional invoice that accurately reflects the work done or products sold using Excel.
Stay organized as you grow. Use ProInvoice to manage billing and client relationships with ease.
Create Free Invoice on ProInvoice
Finally, with online invoicing software like ProInvoice, invoices are pre-designed for you. As a result, you save time and avoid the stress of creating invoices from scratch.
Check out our invoicing templates and adapt them to your business today.
